citizen-charter-2020.pdf

CITIZEN’S
CHARTER
DEPED BAYBAY
CITY DIVISION
Thursday, 2 April 2020 “Minding our school children and their communities is our core business!”

“Minding our school children and their communities is our core business!” Thursday, 2 April 2020 Page 2
Issuance of Certificate of No Pending Case
Specific Steps Documentary
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Preparation of the
requirements needed
1. Requesting party is
given the
requirements checklist
for compliance
2. Records personnel
checks the
completeness of the
submitted documents
forwards the
requirements to the
administrative section
1. Letter of Intent (stating the
purpose e.g. retirement,
travel abroad, benefits
and etc., and signature of
the requesting party)
2. 2 pieces documentary
stamp
3. Service Records
4. Division Clearance
5. District and School
Clearance
Admin, Records,
SDS
5 minutes Php30.00
For
Documentary
Stamp (2 pcs)

Requirements
Responsible
Office/Employee
Duration
Fees
Required
2. Validating of documents
1. Administrative Officer
V checks the records
if the requesting party
has no pending case
V forwards the
requirements to the
administrative staff for
encoding of certificate
of no pending case
stamp
3. Service Records
Clearance
Admin, Records,
SDS
5 minutes Php30.00
For
Documentary
Stamp (2 pcs)

Requirements
Responsible
Office/Employee
Duration
Fees
Required
3. Action taken
V proof reads the
encoded certificate of
no pending case
2. Administrative staff
prints the certificate of
no pending case and
puts documentary
stamp with a dry seal
3. SDS approves the
certificate of no
pending case
4. Requesting party
signs the logbook
upon releasing the
approved certificate of
stamp
3. Service Records
Clearance
Admin, Records,
SDS
5 minutes Php30.00
For
Documentary
Stamp (2 pcs)

Releasing of Endorsement for the Approval of Request
for Correction of Information in the School Records
Requirements
Responsible
Office/Employee
Duration
Fees
Required
requirements needed
1. Requesting party will
be given an
application form
requesting for
correction of personal
information in the
school records
receives and checks
the
completeness of the
submitted documents
routes the request to
the Administrative
1. Duly filled-up application
form
2. Original Form 137 – A
(High School) or Form 137
– E (Elementary)
3. Original Birth Certificate
(PSA)
4. Affidavit of two (2)
disinterested parties
5. Special Power of Attorney,
if request made through
representative except, if
mother or father filed the
application
6. Photocopy of valid ID of
applicant
Admin, Records,
SDS
5 minutes

Releasing of Endorsement for the Approval of Request
for Correction of Information in the School Records
Requirements
Responsible
Office/Employee
Duration
Fees
Required
2. Actions Taken
V drafts and proof
reads the
endorsement
forwards the
endorsement to the
office of the SDS
3. SDS approves the
endorsement
4. SDS staff forwards the
endorsement to the
records section
release the approved
endorsement
1. Duly filled-up application
form
2. Original Form 137 – A
(High School) or Form 137
– E (Elementary)
3. Original Birth Certificate
(PSA)
4. Affidavit of two (2)
disinterested parties
5. Special Power of Attorney,
if request made through
representative except, if
mother or father filed the
application
6. Photocopy of valid ID of
applicant
Admin, Records,
SDS
5 minutes

Certification, Authentication, Verification Endorsement
Requirements
Responsible
Office/Employee
Duration
Fees
Required
requirements needed
1. Requesting party will
be given a
Certification,
Authentication,
Verification application
form
receives and checks
the
completeness of the
submitted documents
routes the request to
the Administrative
Officer V
1. Student Permanent
Records
2. Original Diploma
3. Original Certificate of
Graduation duly signed by
the Principal
4. Special Order if the
applicant graduated from
private school
Admin, Records,
SDS
5 minutes

Certification, Authentication, Verification Endorsement
Requirements
Responsible
Office/Employee
Duration
Fees
Required
2. Actions Taken
V drafts and proof
reads the
endorsement
forwards the
endorsement to the
office of the SDS
3. SDS approves the
endorsement
4. SDS staff forwards the
endorsement to the
records section
release the approved
endorsement
1. Student Permanent
Records
2. Original Diploma
3. Original Certificate of
Graduation duly signed by
the Principal
4. Special Order if the
applicant graduated from
private school
Admin, Records,
SDS
5 minutes

Certification/Authentication of Documents
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Actions Taken
1. Admin staff receives
the documents from
the requesting party
2. Requesting party logs
in the logbook her/his
name together with
the number of copies
of the documents and
sign
3. Admin staff checks
and stamps the
documents
V signed the
documents
1. Original copy of the
documents
2. Photocopy of the
documents
Admin 5 minutes

Thursday, 2 April 2020
“Minding our school children and their communities is our core business!”
TRAVEL REIMBURSEMENT
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Submits travel documents
(in 2 copies) for pre-audit
1. Travel Order
2. Itinerary of Travel
3. Certificate of Travel
Completed
4. Training Memorandum
5. Certificate of Appearance
6. Tickets
End-User None
2. Pre-audit and review the
completeness of travel
documents
Travel documents Admin. Assistant III
(Accounting
Section)
3 minutes None
3. Approves Itinerary of
Travel & Certificate of
Travel Completion
Itinerary of Travel and
Certificate of Travel
Completion
• Assistant
Schools Division
Superintendent
• Schools Division
Superintendent
2 minutes

Requirements
Responsible
Office/Employee
Duration
Fees
Required
4. Prepares Obligation
Request (ObR)
1. Signs ObR - (Box A)
Travel Documents
ObR
• Admin. Assistant I
(Budget Section)
• Head, Requesting
Office
• Budget Officer
3 minutes
2 minutes
2 minutes
5. Prepares Disbursement
Voucher (DV)
1. Signs DV - (Box A)
2. Signs DV - (Box C)
3. Signs DV - (Box D)
• Approved ObR and travel
documents
• DV
• Admin. Assistant III
(Accounting Section)
Office
• Accountant III
Superintendent
3 minutes
2 minutes
2 minutes
2 minutes

Requirements
Responsible
Office/Employee
Duration
Fees
Required
6. Prepares LDDAP-
ADA/ACIC
1. Signs LDDAP-
ADA/ACIC
• Approved DV
• LDDAP-ADA/ACIC
• Admin. Assistant II
(Cashier's Section)
• Cashier
• Accountant III
Superintendent
1 hour
2 minutes
2 minutes
2 minutes
7. Forwards to the bank the
LDDAP-ADA/ACIC
LDDAP-ADA/ACIC • Admin. Aide VI
(Cashier's Section)
10 minutes

SALARY CLAIM:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Submits salary documents
(in 2 copies)
INITIAL SALARY (Regular/
Contractual/ Provisional):
1. Letter of Intent
2. Authenticated
Appointment
3. Oath of Office
4. DTR
5. Form 7
6. 1st Day of Service
7. Notarized SALN
8. BIR Form 2305
9. PhilHealth MDR
10.Pag-Ibig MID number
11.Land Bank Account
End User

SALARY CLAIM:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Submits salary documents
(in 2 copies)
INITIAL SALARY (Substitute)
1. Letter of Intent
2. Authenticated
Appointment
3. Oath of Office
4. DTR
5. Form 7
6. 1st Day of Service
7. Notarized SALN
8. Land Bank Account
SUBSEQUENT SALARY
1. Letter of Intent
2. Authenticated
Appointment DTR
3. Form 7
End User

SALARY CLAIM
Requirements
Responsible
Office/Employee
Duration
Fees
Required
2. Reviews the DTR and
Form 7
DTR and Form 7 Admin. Assistant III
(Personnel Section)
3 minutes
3. Reviews the completeness
of salary documents
Salary documents Admin. Assistant III
2 minutes
4. Computes the salary Salary documents Admin. Assistant III
3 minutes
5. Prepares the payroll
1. Signs Payroll
• Salary documents
• Payroll
• HRMO
3 minutes
2 minutes
Request (ObR)
2. - (Box B)
• Salary documents
• ObR
(Budget Section)
• Admin. Officer V
• Budget Officer
3 minutes
2 minutes
2 minutes

SALARY CLAIM
Requirements
Responsible
Office/Employee
Duration
Fees
Required
Voucher (DV)
2. - (Box C)
3. - (Box D)
• Approved ObR and
salary documents
• DV
• Accountant III
Superintendent
3 minutes
2 minutes
2 minutes
2 minutes
8. Prepares LDDAP-
ADA/ACIC
1. Signs LDDAP-
ADA/ACIC
• Approved DV
• LDDAP-ADA/ACIC
(Cashier's Section)
• Cashier
• Accountant III
Superintendent
1 hour
2 minutes
2 minutes
2 minutes
LDDAP-ADA/ACIC
• LDDAP-ADA/ACIC • Admin. Aide VI
(Cashier's Section)
10 minutes

DOWNLOADING OF SCHOOL MOOE:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Submits original copy of
liquidation report
1. Liquidation Report
2. Cash Disbursement
Register
3. Original copies of
disbursement vouchers
and its supporting
documents
School Head None
2. Reviews the liquidation
report and its supporting
documents
Liquidation report Admin. Assistant III
(Accounting
Section)
10 minutes None
3. Issues certification on the
completeness of submitted
liquidation documents
Liquidation report • Admin. Assistant
III (Accounting
Section)
2 minutes

Requirements
Responsible
Office/Employee
Duration
Fees
Required
4. Prepares the payroll on
MOOE
1. Signs Payroll
• Certification and
Liquidation Report
• Payroll on MOOE
(Budget Section)
• Accountant III
Superintendent
20 minutes
2 minutes
2 minutes
2 minutes
Request (ObR)
1. (Box B)
• Payroll on MOOE
• ObR
(Budget Section)
• Budget Officer
3 minutes
2 minutes
2 minutes

Requirements
Responsible
Office/Employee
Duration
Fees
Required
Voucher (DV)
2. - (Box C)
• Approved ObR and
payroll on MOOE
• DV
• Accountant III
Superintendent
3 minutes
2 minutes
2 minutes
2 minutes
7. Prepares LDDAP-ADA
1. Signs LDDAP-ADA
• Approved DV
• LDDAP-ADA
(Cashier's Section)
• Cashier
• Accountant III
Superintendent
1 hour
2 minutes
2 minutes
2 minutes
LDDAP-ADA
• LDDAP-ADA • Admin. Aide VI
(Cashier's Section)
10 minutes

OTHER REGULAR BENEFITS:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Submits documents (in 2
copies)
2. Letter of Intent
3. Authenticated Appointment
End User
of documents
Documents in Step 1 Admin. Assistant III
2 minutes
1. Signs Payroll
• Documents in Step 1
• Payroll
• Admin. Assistant
III (Accounting
Section)
• HRMO
• Accountant III
Superintendent
3 minutes
2 minutes
2 minutes
2 minutes
Request (ObR)
2. - (Box B)
• Payroll on MOOE
• ObR
I (Budget
Section)
• Budget Officer
3 minutes
2 minutes
2 minutes

OTHER REGULAR BENEFITS:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
Voucher (DV)
2. - (Box C)
3. - (Box D)
• Approved ObR
• DV
• Accountant III
Superintendent
3 minutes
2 minutes
2 minutes
2 minutes
6. Prepares LDDAP-
ADA/ACIC
1. Signs LDDAP-
ADA/ACIC
• Approved DV
• LDDAP-ADA
(Cashier's Section)
• Cashier
• Accountant III
Superintendent
1 hour
2 minutes
2 minutes
2 minutes
LDDAP-ADA/ACIC
(Cashier's Section)
10 minutes

PAYMENT TO SUPPLIER/SERVICE PROVIDER:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Submits procurement
documents (in 2 copies)
Documentary requirements
for procurement as specified
in COA Circular No. 2012-
001.
Admin. Aide VI
(Cashier's Section)
of procurement documents
Procurement documents Admin. Assistant III
2 minutes
Request (ObR)
2. - (Box B)
• Procurement documents
• ObR
(Budget Section)
Office
• Budget Officer
3 minutes
2 minutes
2 minutes

PAYMENT TO SUPPLIER/SERVICE PROVIDER:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
Voucher (DV)
2. - (Box C)
3. - (Box D)
• Approved ObR
• DV
Office
• Accountant III
Superintendent
3 minutes
2 minutes
2 minutes
2 minutes
5. Prepares LDDAP-
ADA/ACIC
1. Signs LDDAP-
ADA/ACIC
• Approved DV
• LDDAP-ADA/ACIC
(Cashier's Section)
• Cashier
• Accountant III
Superintendent
1 hour
2 minutes
2 minutes
2 minutes
LDDAP-ADA/ACIC
(Cashier's Section)
10 minutes

LOYALTY CLAIM:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
copies)
1. Letter of Intent
2. Authenticated
Appointment
3. Service Record
4. Latest Pay slip
End User
of documents
2 minutes
1. Signs Payroll
• Payroll
III (Accounting
Section)
• HRMO
• Accountant III
Superintendent
3 minutes
2 minutes
2 minuts
2 minutes
Request (ObR)
2. - (Box B)
• ObR
(Budget Section)
• Budget Officer
3 minutes
2 minutes
2 minutes

LOYALTY CLAIM:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
Voucher (DV)
2. - (Box C)
3. - (Box D)
• Approved ObR
• DV
• Accountant III
Superintendent
3 minutes
2 minutes
2 minutes
2 minutes
6. Prepares LDDAP-
ADA/ACIC
1. Signs LDDAP-
ADA/ACIC
• Approved DV
• LDDAP-ADA/ACIC
• Admin. Aide VI
(Cashier's Section)
• Cashier
• Accountant III
Superintendent
1 hour
2 minutes
2 minutes
2 minutes
LDDAP-ADA/ACIC
(Cashier's Section)
10 minutes

MATERNITY BENEFIT:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
copies)
1. Endorsement from
School Head
2. Approved Form 6
3. Maternity Leave
Clearance
4. Medical Certificate for
Maternity Leave
5. S.O. of Maternity Leave
6. S.O of Return to Duty
7. Medical Certificate that
employee is physically fit
to work
8. Birth Certificate of Child
9. Latest Pay slip
10.Land Bank Account
End User
of documents
2 minutes

MATERNITY BENEFIT:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Signs Payroll
• Payroll
• HRMO
• Accountant III
Superintendent
3 minutes
2 minutes
2 minuts
2 minutes
Request (ObR)
2. - (Box B)
• ObR
(Budget Section)
• Budget Officer
3 minutes
2 minutes
2 minutes
Voucher (DV)
2. - (Box C)
3. - (Box D)
• Approved ObR
• DV
• Accountant III
Superintendent
3 minutes
2 minutes
2 minutes
2 minutes

MATERNITY BENEFIT:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
2. Prepares LDDAP-
ADA/ACIC
1. Signs LDDAP-
ADA/ACIC
• Approved DV
• LDDAP-ADA/ACIC
• Admin. Aide VI
(Cashier's Section)
• Cashier
• Accountant III
Superintendent
1 hour
2 minutes
2 minutes
2 minutes
LDDAP-ADA/ACIC
(Cashier's Section)
10 minutes

MONETIZATION OF LEAVE CREDITS::
Requirements
Responsible
Office/Employee
Duration
Fees
Required
copies)
1. Approved Form 6
2. NOSI/NOSA
3. Latest Pay slip
4. Certification (medical,
health, hospital needs,
financial needs brought
about by force majeure)
End User
of documents
(Budget Section)
3 minutes
1. Signs Payroll
• Payroll
III (Budget
Section)
• HRMO
• Accountant III
Superintendent
5 minutes
2 minutes
2 minutes
2 minutes

MONETIZATION OF LEAVE CREDITS::
Requirements
Responsible
Office/Employee
Duration
Fees
Required
Request (ObR)
2. - (Box B)
• ObR
(Budget Section)
• Budget Officer
3 minutes
2 minutes
2 minutes
Voucher (DV)
2. - (Box C)
3. - (Box D)
• Approved ObR
• DV
• Accountant III
Superintendent
3 minutes
2 minutes
2 minutes
2 minutes
6. Prepares LDDAP-
ADA/ACIC
1. Signs LDDAP-
ADA/ACIC
• Approved DV
• LDDAP-ADA/ACIC
• Admin. Aide VI
(Cashier's Section)
• Cashier
• Accountant III
Superintendent
1 hour
2 minutes
2 minutes
2 minutes
LDDAP-ADA/ACIC
(Cashier's Section)
10 minutes

DIFFERENTIAL CLAIMS:
Requirements
Responsible
Office/Employee
Duration
Fees
Required
copies)
SALARY DIFFERENTIAL
1. Letter of Intent
2. Authenticated
Appointment (Promotion)
3. NOSA/NOSI
4. Unadjusted Pay Slip
5. Adjusted Pay Slip
MID-YEAR & YEAR-END
BONUS DIFFERENTIAL
1. Letter of Intent
2. Authenticated
Appointment
3. NOSA
4. Unadjusted Pay Slip
5. Adjusted Pay Slip
End User
of documents
2 minutes

Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Signs Payroll
• Payroll
• HRMO
• Accountant III
Superintendent
3 minutes
2 minutes
2 minutes
2 minutes
Request (ObR)
2. - (Box B)
• ObR
(Budget Section)
• Budget Officer
3 minutes
2 minutes
2 minutes
Voucher (DV)
2. - (Box C)
3. - (Box D)
• Approved ObR
• DV
• Accountant III
Superintendent
3 minutes
2 minutes
2 minutes
2 minutes

Requirements
Responsible
Office/Employee
Duration
Fees
Required
6. Prepares LDDAP-
ADA/ACIC
1. Signs LDDAP-
ADA/ACIC
• Approved DV
• LDDAP-ADA/ACIC
• Admin. Aide VI
(Cashier's Section)
• Cashier
• Accountant III
Superintendent
1 hour
2 minutes
2 minutes
2 minutes
LDDAP-ADA/ACIC
(Cashier's Section)
10 minutes

Payment of external and internal claims through CHECK
For MDS FUND
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Receives and checks the
completeness of
disbursement vouchers as to
signatures and attachments
Cashier 2-3 Mins. None
2. Segregates vouchers
charge to PS AND MOOE
then prepares check for
issuance
Cashier 5-10 mins. None
3. Prepares and generates
ACIC for LBP and BTR FILE
save to USB and prints the
generated ACIC and records
the issued check in the MDS
ACCOUNT logbook
Disbursing Officer 10-20 mins. None

For MDS FUND
Requirements
Responsible
Office/Employee
Duration
Fees
Required
4. Signs the check and ACIC
set
5. Brings the Check/ACIC set
to the AO V and have it
countersigned and recorded
before sending to the next
signatory, the Schools Division
Superintendent
Disbursing Officer/
Admin. Aide VI
5-15 mins. None
6. Segregates bank copy and
file copy, and turns it over to the
Administrative Aide VI.

For MDS FUND
Requirements
Responsible
Office/Employee
Duration
Fees
Required
7. Submit the documents to the
servicing bank (LBP) and retain
one (1) bank-received copy for
office file
Administrative Aide
VI
3-5 mins.
(The payment
will be credited
to the claimant’s
LBP account
within 2
Banking days
upon receipt)
None
8. As soon as validated ACIC
is released by the bank, the
CHECKS are ready for
release by the Cashier to the
payees for signing of
disbursement voucher and
their issuance of Official
Receipt

Payments for TRUST and PROVIDENT FUND
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Receives the approved
disbursement vouchers
received from Accounting
Unit.
Cashier 1 Min. None
2. Checks for completeness of
attachments and signatories
and sort from Trust and
Provident Fund, the Cashier
then prepares and sign the
check
3. Records it in Trust Fund or
Provident Fund logbook and
have it signed by the Schools
Division Superintendent.
Disbursing Officer 5-10 Mins. None

Requirements
Responsible
Office/Employee
Duration
Fees
Required
4. As soon as Schools
Division Superintendent signs
the check, the check is now
ready for release to the
payee.
5. Issues Official Receipt and
signs the “Received” Box on
the Disbursement Voucher
Claimant/supplier 2-5 mins. None

Payment of internal and external claims through LDDAP-ADA/ ADA
For MDS FUND
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Receives the vouchers from
Accounting Unit and checks
for its completeness of
attachments and signature
1. If a voucher has
incomplete signatories, it
will be sent back to
concerned Unit for
signature
Cashier 2-3 Mins. None
2. Segregates vouchers
charged to PS AND MOOE,
then encodes them and prints
the LDDAP-ADA and SLIIAE.
Cashier 10-20 mins None
3. Prepares PACS (FINDES)
for vouchers beyond ten (10).
For claimants less than ten
(10) proceed to step 5
Disbursing Officer 30 mins.- 1 hr None

For MDS FUND
Requirements
Responsible
Office/Employee
Duration
Fees
Required
4. Generates PACS FILE
(PAYROLL REGISTER) is then
saved to USB for bank use.
Disbursing Officer 1 min. None
5. Prints six (6) copies of Payroll
Register and Database Report.
6. Prepares and generates ACIC
to USB for LBP use.
Disbursing Officer 1 min. None
7. Prints five (5) copies of the
generated ACIC (LBP FILE)
8. Records in MDS ACCOUNT
logbook
9. Brings the documents to AO V
for countersigning and recording
and then to the Accountant and
Schools Division Superintendent
for signature and approval.
Administrative Aide
VI
5-15 mins None

For MDS FUND
Requirements
Responsible
Office/Employee
Duration
Fees
Required
10. Segregates bank copies and
file copies then hand it to the
Administrative Aide VI.
11. Submits documents to the
servicing bank (LBP) and retain
one (1) copy for file
Administrative Aide
VI
3-5 mins. None
12. As soon as validated LDDAP-
ADA is released by the bank.
The Administrative Aide VI then
brings paid vouchers to suppliers
for issuance of Official Receipt
and signing of disbursement
vouchers.
Administrative Aide
VI
None
13. Informs School Heads
through text that their monthly
MOOE is already available
online.
Cashier None

Payment of external and internal claims through LDDAP-ADA/ ADA
Requirements
Responsible
Office/Employee
Duration
Fees
Required
disbursement vouchers from
Accounting Unit and checks
for completeness of
attachments and signatories.
Incomplete signatories will be
sent to concerned Unit for
completion or signature
2. Prepares and signs the
AUTHORITY TO DEBIT
ACCOUNT (ADA).
3. Records it in Trust Fund or
Provident Fund logbook and
have it signed by the
Accountant and the Schools
Division Superintendent.

Payment of external and internal claims through LDDAP-ADA/ ADA
Requirements
Responsible
Office/Employee
Duration
Fees
Required
4. Submits the documents to
the servicing bank (LBP) and
retain one (1) bank-received
copy for office file.
Administrative Aide
VI
3-5 mins. None
5. As soon as validated ADA is
released by the Bank, the
Administrative Aide VI then
brings paid vouchers to
suppliers for issuance of
Official Receipt and signing of
disbursement vouchers.

ICT TECHNICAL ASSISTANCE
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. In-charge will check the
filled-up form & encodes
the following information to
the ICT Service Form
Control Numbers.xlsx
1. ICT Service Request Form End User &
IT Officer/ICT Staff
5 minutes None
2. In-charge goes to the
station of the requester
and check if the problem
reported is present
Filled-up ICT Service Request
Form
End User &
3 minutes None
3. In-charge assesses if the
problem is within the ICT
Unit personnel’s current
troubleshooting capability
IT Officer/ICT Staff 15 minutes None

ICT TECHNICAL ASSISTANCE
Requirements
Responsible
Office/Employee
Duration
Fees
Required
4. In-charge performs the
troubleshooting procedure
completely
IT Officer/ICT Staff 30-45 minutes None
5. Accomplish ICT Service
Confirmation
Form/Logbook
ICT Service Confirmation
Form/Logbook
End User &
3 minutes None

Recruitment of Non-Teaching and Related Teaching Personnel
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Publication of vacant/new
items.
Hard copies and softcopy (pdf
form) of publication.
HRMO 10 minutes None
2. Disseminate memorandum
– invitation to apply.
Approved division
memorandum.
HRMO 2 minutes None
3. Accept applications. Pertinent documents for
application:
1. Personal Data Sheet
2. Latest performance rating
(if any)
3. Certificate of
eligibility/trainings (if any)
HRMO, applicant 30 seconds None
4. Initial screening Pertinent documents of the
applicant
HRMO 3 minutes None
5. Orientation on guidelines
for evaluation of
application
None HRMO 30 minutes None

Requirements
Responsible
Office/Employee
Duration
Fees
Required
6. Submit list of qualified
applicants for interview
and written exam to the
Chairperson of the
HRMPSB chairman.
Pertinent documents of
applicants. Only the final list
of qualified applicants will be
submitted.
HRMO 5 minutes None
7. Informs qualified
applicants on the conduct
of interview and written
exam.
List of qualified applicants. HRMO 5 minutes None
8. Evaluation (written exam) Questionnaire, Attendance
Sheet
HRMO/
Administrative
Assistant/
Administrative Aide
1 hour None
9. Evaluation (interview) Individual rating sheet,
pertinent documents of the
applicant
Human Resource
Merit Promotion and
Selection Board
(HRMPSB)
10 minutes None
10.Applicant confirms his/her
points
Individual Rating Sheet HRMPSB, applicant 2 minutes None

Requirements
Responsible
Office/Employee
Duration
Fees
Required
6. Come up with a shortlist of
qualified applicants
(Ranklist/RQA) for
approval of the SDS.
Individual Rating Sheet,
Ranklist
HRMO 10 minutes None
7. SDS approves the shortlist
of qualified applicants
(Ranklist/RQA)
Individual Rating Sheet,
Ranklist
HRMO,HRMPSB,
SDS
5 minutes None
8. Posing of the approved
Ranklist/RQA in at least
three (3) conspicuous
place.
Approved Ranklist/RQA HRMO 5 minutes None

Selection and Placement/Promotion
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Selects the most qualified
applicant for the position
for appointment.
Approved Ranklist, RQA Schools Division
Superintendent
(SDS)
1 minute None
2. Instructs the appointee to
submit documents for
appointment.
None HRMO 2 minutes None
3. Appointee prepares and
submits documents for
appointment.
Pertinent documents for
appointment
Applicant 1 minute None
4. Prepares the appointment
for signature of the
HRMPSB chairman and
the SDS.
Pertinent documents of the
appointee
HRMO 5 minutes None
5. Submits the approved
appointment to the Civil
Service Commission for
attestation.
Pertinent documents of the
appointee, appointment
approved by the SDS,
certification of assumption to
duty, position description form,
oath of office
HRMO/Authorized
administrative
assistant/administra
tive aide
None

Selection and Placement/Promotion
Requirements
Responsible
Office/Employee
Duration
Fees
Required
6. Issues Notice of
Assignment Advice to the
appointee with details of
the appointment (newly
hired).
Approved NOAA HRMO 3 minutes None
7. Appointee assumes office
(newly hired).
Approved NOAA HRMO None
8. Appointee receives
appointment approved by
the Civil Service.
CSC approved appointment HRMO/
Administrative
Assistant/
Administrative Aide
1 minute None

Issuance of Documents/Certifications
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Employee requests
issuance of
documents/certifications
Request form End user 1 minute None
2. Receives the request
forms
Filled out request form Administrative
Assistant/
Administrative Aide
VI
30 seconds None
3. Prepares the
document/certification
Documents necessary for the
request.
Administrative
Assistant/
Administrative Aide
VI
3 minutes None
4. Review and sign the
Accomplished documents HRMO 1 minute None
5. Release the
Accomplished and approved
Administrative
Assistant/
Administrative Aide
VI
30 seconds None

Leave Application Process
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Receives the leave
application.
Duly filled out application for
leave
Administrative
Assistant/
Administrative Aide
VI
30 seconds None
2. Records the details of the
leave on the teacher’s
leave card and put
appropriate entries on the
leave application.
leave , leave card
Administrative
Assistant/
Administrative Aide
VI
1 minute None
3. Certifies the availability of
service credits.
leave, leave card
HRMO 1 minute None
4. Forwards the leave
application to the
approving authority for
appropriate action.
leave signed by the HRMO
Administrative
Assistant/
Administrative Aide
VI
1 minute None
5. Releases the acted leave
application of the
employee.
Acted leave application Administrative
Assistant/
Administrative Aide
VI
30 seconds None

Salary Adjustment Process
Requirements
Responsible
Office/Employee
Duration
Fees
Required
NOSA/NOSI.
Approved NOSA/NOSI Administrative
Assistant/
Administrative Aide VI
30 seconds None
2. Prepares and submits
ARA(Agency Remittance
Advice) to GSIS.
Assistant/
5 minutes None
3. Prepares the request for
salary adjustment with the
ARA.
Assistant/
3 minutes None
4. Checks and reviews the
request for salary
adjustment.
Approved NOSA/NOSI,
ARA
Administrative
Assistant/
1 minute None
5. Releases and submits the
request for salary
adjustment to RPSU.
Approved NOSA/NOSI,
ARA
Administrative
Assistant/
1 minute None

Grant of Service Credits and COC Process
Requirements
Responsible
Office/Employee
Duration
Fees
Required
S.O with the attachments.
Approved S.O with
corresponding attachments
Administrative
Assistant/
1 minute None
2. Records the service
credits earned by the
employee, on the leave
card.
Approved S.O with
Administrative
Assistant/
2 minutes None
3. Grant of service credits or
COC to the employee.
Approved S.O with
Administrative
Assistant/
1 minute None

Receiving of Documents
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Client will hand-in the
Documents for receive
a) In-charge will stamp
received indicating the
time, date, initial of the
Documents and will
log in the logbook for
records purposes and
clients will affix his/her
signature
Completeness of Documents Records
Officer/Staff
3 minutes None
2. The records personnel sort
or routes the received
documents to the SDS
office or appropriate
functional division/unit and
signify receipt by affixing
-do- -do- 10 minutes

Releasing of Documents
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Client will hand-in the
Documents/
communications
a. In-charge will stamp
released indicating the
Documents and will
log in the logbook for
records purposes
Completeness of
Documents/Communications
Records
Officer/Staff
3 minutes None
2. In-charge will stamp
released indicating the
Documents and will log in
the logbook for records
purposes
Completeness of
Records
Officer/Staff
1 minute

Releasing of Documents
Requirements
Responsible
Office/Employee
Duration
Fees
Required
3. In-charge will drop into the
appropriate pigeon boxes
of the stamped released
documents/
communications
Completeness of
Records
Officer/Staff
3 minutes None

Procurement of Supplies
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Receive signed PR from
SDS for RFQ
1. RFQ Supply Officer 30 mins None
2. RFQ for canvass Complete RFQ from suppliers Supply officer,
canvasser &
supplier
2 days None
3. Opening of 3 complete
canvass by BAC
5 BAC members signed the
canvass
Supply Officer, BAC 3 hours None
4. Receives the signed
canvass for Resolution
and Abstract of canvass
Signed BAC Resolution and
abstract
Supply officer 2 hours None
5. Receives BAC Resolution
& Abstract of Canvass for
PO
Purchase Order Supply officer 2 hours None
6. Gives PO to Budget,
Accounting, & SDS to be
signed
Signed PO Budget Officer,
Accountant, SDS
3 hours None

Procurement of Supplies
Requirements
Responsible
Office/Employee
Duration
Fees
Required
7. Receives signed PO to be
serve to winning supplier
Signed PO from supplier Supply Officer 2 hours None
8. Receives items from
supplier based from PO
Delivery Receipt Supply Officer,
Inspector, supplier
10 days None
9. Receives DR for making
IAR
IAR Inspector 2 hours None
10.Making ICS/RIS ICS/RIS Supply Officer,
Storekeeper
2 hours None
11.ICS/RIS for
items/materials distribution
Signed ICS/RIS from end
user
Supply officer,
Storekeeper
2 hours None
12.Receives signed ICS Updated Stock Card/Property
Card
Supply Officer,
Storekeeper
2 hours None

Providing Technical Assistance (TA) on
Curriculum and Instruction
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Collects & analyzes data Data on the latest PHIL-IRI,
Quarterly Test, least learned
skills, etc. of the different
learning areas
Focal Person 3 weeks None
2. Identifies prioritized
schools
Dashboard Focal Person/EPS 1 day None
3. Prepares TA TA Plan Focal Person/EPS 1 day
4. Informs the concerned
school heads
Information Slip Focal Person/EPS 3 days before
the scheduled
date
None

Providing Technical Assistance (TA) on
Curriculum and Instruction
Requirements
Responsible
Office/Employee
Duration
Fees
Required
5. Acts on the information
given using the template &
returns it to focal person
Signed Information Slip School Head/OIC 1 day None
6. Requests the CID
Secretary to prepare TO
Action/Request Slip Focal person/EPS 2 days None
7. Conducts IS/ M&E/ TA
Provision
M&E, Instructional
Supervision & TA provision
Tool
Focal person/EPS 1 day None
8. Sets schedule and sign an
agreement for next visit
TA provision tool with
agreement
Focal person/EPS,
School Head,
Teachers
1 day None

Crafting of Division Memorandum
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Drafts Division
Memo/Office Memo/Div.
Bulletin
• Drafts of Division
Memo/Office memo/Div.
Bulletin
• Sources as legal basis.
Focal Person 2 hours None
2. Checks the drafted memo Checked copies of Division
Memo/Office memo/ Div.
Bulletin
Unit Head/OIC 1 hour None
3. Finalizes the memo for
signature & approval
Finalized Division
Memo/Office memo/Division
Bulletin
Focal Person 1 hour None
4. Approves the memo . Division Memo/Office
memo/Div. Bulletin
SDS/OIC 1 day None

Crafting of Division Memorandum
Requirements
Responsible
Office/Employee
Duration
Fees
Required
5. Forwards the memo to
record
. Approved Division Memo/
Office memo/Div. Bulletin
SDS’ Secretary 10 minutes None
6. Numbers, reproduces &
circulates the memo
section
• Copies of approved
Division Memo/Office
memo/Division Bulletin
• Bond Papers
Record Section 2 hours None
7. Provides a copy to ITO A copy of Numbered Division
Memo/Office Memo/ Division
Bulletin
Record Section 10 mins. None
8. Uploads the memo &
returns it to Record
Section
A copy of Numbered Division
Memo/Office Memo/ Division
Bulletin
ITO 2 hours None

Preparing Monthly Target and Performance
Accomplishment (MTPA)
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Revisits/ Reviews AIP • Approved AIP Focal Person
(Employee)
1 hour None
2. Crafts MTPA using unified
template
Unified MTPA template Focal Person
(Employee)
1 day None
3. Gathers relevant MOVs MOVs per target by KRA Focal Person
(Employee)
3 days None
4. Compiles MOVs by KRA
in a folder
Compilation of MOVs Focal Person
(Employee)
1 day None
5. Submits the MTPA to the
Unit Head for checking
MTPA Focal Person
(Employee)
10 mins None

Requirements
Responsible
Office/Employee
Duration
Fees
Required
6. Checks & signs the MTPA • Checked/signed MTPA Unit Head 1 hour None
7. Submits the checked
MTPA to DQMT for
validation
Checked/signed MTPA Secretary of
Functional Unit
10 mins. None
8. Validates, signs & returns
the MTPA to the
concerned personnel
Validated MTPA DQMT: Unit
Heads/OIC
2 hours 1 day

Preparing Travel Document on Trainings and
other Activities
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Request secretary to
prepare Travel Authority
• Request Slip Focal Person 10 minutes None
2. Prepares two copies of the
docs
2 copies of the T.O. Secretary of
Functional Unit
1 hour None
3. Submits docs to the unit
head/OIC for
recommendation
2 copies of the T.O. Secretary of
Functional Unit
10 minutes None
4. Signs for recommendation Countersigned copies of T.O. Unit Head 10 minutes None
5. Logs & forwards to SDS/
OIC c/o his/her secretary
Logbook
Countersigned copies of T.O.
Secretary of
Functional Unit
10 mins None

Requirements
Responsible
Office/Employee
Duration
Fees
Required
6. SDS/OIC signs for
approval
Approved T.O. SDS/OIC 10 minutes None
7. Logs & forwards the docs
to record section
Logbook
Approved T.O.
SDS’ Secretary 10 minutes None
8. Numbers, records, retains
a copy for file and releases
the docs
Numbered T.O. Record Section 10 minutes None
9. Reproduces a copy for file
& returns the original to the
focal person
Numbered T.O. Secretary of
Functional Unit
10 minutes None

Accepting School Monthly Reports
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Submits reports to Record
section
School Reports Personnel 10 minutes None
2. Receives reports for
stamping & recording
Received School Reports Record Section 10 minutes None
3. Submits the recorded
reports to the unit
secretary
Received School Reports
with proper documentation
Personnel 10 minutes None
4. Receives, logs and hand in
the reports to the focal
persons with proper
documentation.
Logbook
Documented school reports
Secretary of
Functional Unit
10 minutes None
5. Accepts/ receives the
reports from the secretary
for validation, notetaking,
analysis and relevant
Logbook
School Reports
Division Focal
Person
10 mins None

SDGT Collection and Validation
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. SMME sends
memorandum to the field
on the SDGT Orientation,
Encoding and Validation
per quarter
SMME
2. SMME with ITO conducts
SDGT Orientation,
Encoding and validation
SMME
3. ITO Collects the validated
soft copy per district for
consolidation
IT Officer
4. ITO submits the
consolidated data by
district to SMME
IT Officer
5. SMME harvest data from
given consolidation for
RMEA RMEA reporting
SMME

SDGT Collection and Validation
Requirements
Responsible
Office/Employee
Duration
Fees
Required
6. SMME will share the data
to the CID and SGOD for
characterization,
segmentation by each
functional division
SDS/ASDS
7. SMME will report the result
of SDGT to the SDS,
ASDS, CID, SGOD and
District in charge for
appropriate actions and
recommendations
regarding the collected
data before finalizing the
report for RMEA
SMME
8. SMME will produce hard
copy of the SDGT for
submission to the regional
office and Division file
SMME

DATA PROVISION
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Submit Request
a. Receive and log
request
Planning Officer 1 minute
2. Wait for the release of the
requested data
a. Identify data sources
b. Preparation of data
c. Printing of copy
Planning Officer
Planning Officer
Planning Officer
1 minute
1 hrs - 8 hrs
3. Receive data
a. Release of Data
Planning Officer 1 minute

CONDUCT OF RESEARCH
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Submit research proposal
a. Receive research
proposal
b. Screen research
proposal
c. Evaluate research
proposal
SDRC Secretariat,
Research Coordinator
SDRC Secretariat
SDRC Secretariat,
Research Coordinator
1 minute
8 hours
8 hours
2. Receive notification letter
a. Prepare notification of
results Preparation of
data
SDRC Secretariat,
Research
Coordinator
10 minutes
3. Receive endorsement and
sign MOA
a. Prepare and issue
endorsements and
MOA
SDRC Secretariat,
Research
Coordinator
3 minutes

CONDUCT OF RESEARCH
Requirements
Responsible
Office/Employee
Duration
Fees
Required
1. Conduct Research
a. Conduct progress
monitoring
SDRC Secretariat 8 hours
2. Submit result of research
a. Prepare memo for
research result
dissemination
SDRC Secretariat,
Research
Coordinator
3 minutes

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