This document discusses accountability, responsibility, and liability for government property. It defines key terms like accountability, responsibility, and liability. It outlines the roles and responsibilities of different accountable officers like the supply officer, school property custodian, and head of the agency. It also discusses procedures for receiving, inspecting, and accepting deliveries of government property as well as for disposal of unserviceable property.

1. MA. RIEZA R. FATALLA
MAED-Educational Management

2. •Why are we
here?

3. “The illiterate of the 21st century is
NOT the PERSON who is unable
to read and write, rather the person
who is unable to
learn, unlearn & relearn”

4. Are resources controlled by an entity as a result
of past events, and from which future economic
benefits or service potential are expected to flow
to the entity.
If an expenditure is instead consumed within the
current Period, it is classified as an expense.

5. - Cash
- Marketable Securities
- Accounts Receivables
- Prepaid Assets
- Land
- Buildings
- Office Equipment
- Furniture and Fixtures
CLASSIFICATION OF ASSET

6. • What Is the
Issue?

7. Custodianship
Accountability Liability
Responsibility
of accountable officers arising from loss, misuse, damage or deterioration of
government property due to fault or negligence in the safekeeping
Includes:

8. Accountability, Responsibility
and Liability for Government
Property
• Accountability – “a person” obligations to carry out
responsibilities and be answerable for decisions and activities
• Responsibility – the acceptance of assigned authority and the
obligation prudently to exercise assigned or imputed authority
attaching to the assigned or imputed role of an individual or
group participating in organizational activities or decision
• Liability – Refers to the obligation that arises as a
consequence of an illegal or improper act or the non-
performance of what one is mandated to do.

9. DO LRMDS Coordinator /
Librarian
DO Supply Officer /
Sch Property Custodian
DO / School
ICT Coordinator
Head of the Agency
- Immediately and primary responsible
for all government funds and property
pertaining to his/her agency
- are officers who are made
responsible for the supervision
and control of accountable
officers
ACCOUNTABLE OFFICER
Accountable – Answerable or one whose duties permit or required possession or
custody of funds and property such as cashier, disbursing or supply officer and other
persons though not accountable may be held accountable by virtue of their
participation on a particular transaction

10. 10
6. Prepares Inventory Report including (monitoring the
actual location of asset, condition of asset and Person
Accountable) as required by COA
4. Prepares Issuance Documents Property
Acknowledgement Receipt (PAR) and Inventory Custodian
Slip (ICS)
3. Records delivery / transfer / donations thru Property Card
and Stock Card (duly inspected from a perfected PO or
Contract, formal turn-over thru IRP or duly accepted or signed
Deed of Donation)
1. Accepts delivery / transfer / donations
(duly signed PO / Contract / Deed of
Donation and MOA)
2. Signs Inspection and Acceptance Report
5. Conducts Inventory Taking and Maintains PC & SC
Role of Supply Officer / Property
Custodian

11. The delivery of supplies, materials and equipment must
be made by the supplier/Manufacturer/contractor :
In accordance with the
specifications, terms and
conditions provided in the
Contract/Purchase Order
Within the stipulated period
and at the place/s indicated
in the PO or contract

12. The Supply Officer / Designated Property
Custodian shall receive all the deliveries and
signs the Delivery Receipt (DR) if the delivered
goods are in accordance with the contract or
Purchase Order (PO).
If not, he/she may reject the deliveries
until the supplier complies with the end-
users specifications
Supply Officer/Designated Property Custodian
signs “Received” portion of the original and copy 2 of
Delivery Receipt (DR)

13. All items to be inspected shall be accepted first
by the Property Officer/School Property
Custodian, as the case may be (Section 114,
COA Circular 92-386)
The above provision pertains only to the
receipting/signing on the delivery receipt (DR)
and temporary recording of the deliveries upon
arrival of goods or articles. The deliveries
are still subject to inspection for
conformity with specifications on the
order.

14. Supply Officer/Designated
Property Custodian
forwards Original DR &
Copy 2 of Approved PO to
Inspection Committee for
inspection of deliveries

15. The Head of Office or
school shall constitute an
Inspection Committee to
inspect and validate
deliveries

16. The School Inspection Committee
shall be composed of :
Regular Members:
a). Team Leader – at least 2nd ranking
permanent official of school
b). One (1) school personnel designated by
the principal who has knowledge/technical
expertise relevant to the goods delivered
c). One (1) representative from PTA or NGOs

17. The Division Office Inspection Committee
shall be composed of :
Regular Members:
a). Team Leader – at least 3rd ranking permanent
official of the procuring entity
b). One (1) representative from any of the regular
offices under the Office of the Schools Division
Superintendent (SDS) such as, but not limited to
the following
* Administrative Unit
* Budget Unit
* Legal Unit
* School Governance and Operation Division
c). Representative from the procuring entity who
has knowledge/technical expertise relevant to the
goods delivered

18. The Regional Office Inspection Committee
shall be composed of :
Regular Members:
a). Team Leader – at least 5th ranking permanent
official of the procuring entity
b). One (1) representative from any of the regular
offices under the Office of the Regional Director
such as, but not limited to the following
* Administrative Unit
* Budget Unit
* Legal Unit
* Education Support Services Division
c). Representative from the procuring entity who
has knowledge/technical expertise relevant to the
goods delivered

19. The Inspectorate Team and the Supply Officer /
Designated Property Custodian shall prepare the
Inspection and Acceptance Report (IAR)
Note: Distribution of IAR shall be as
follows
1. Original – Property and/or Supply
Division/Unit (to be attached
To DV, together with the
Original DR
2. Copy 2 – Property Inspector /
Inspection Team
3. Copy 3 - Accounting Division/Unit
(attached in setting up
payables)
4. Copy 4 - Property and/or Supply
Division/Unit File

20. The Office/School inspection
Committee shall sign the Inspection
and Acceptance Report (IAR) prior
to acceptance by the Supply
Officer/School Property Custodian.

23. Loss of Government Property
It is the power of the COA to
credit losses of property or act
on application for relief of
accountability
New Form from COA
Report of Loss

25. DISPOSAL– is the end of the life cycle of
a government property

26. Disposal Objectives
• to avoid continuing carrying/inventory
costs
• to prevent further deterioration
thereby obtaining the fair return in
case of sale
• to relieve accountable officers of
unnecessary accountability
• to make available space for the
agency

27. Determination of Disposable Property
• Can no longer be repaired or reconditioned
• Maintenance/repair costs more than or
outweighs the benefits and services
• Has become obsolete or outmoded
• Has been rendered unnecessary due to
change in the Agency’s functions/mandate
• In excess of requirements
• Has become dangerous or hazardous to use

28. MODES OF DISPOSAL
Transfer of Property
Donation of Property
Condemnation / Destruction
Sale of Unserviceable Property

29. Determine and identify
the items for disposal
List the items in IIRUP
and Waste Material
Repots
Take Pictures
Solve for the appraised
value
Analyze the appraised
value and recommend
the most realistic and
reasonable AV
Submit the IIRUP and
Waste Material Report
with appraised value to
the Disposal Committee
for approval
Disposal Committee
transmit approve IIRUP
and Waste Material to
BAC on Disposal
BAC on Disposal pre-
qualify interested bidders
(Junk Shop)
BAC on Disposal conducts
Opening of Bids
BAC on Disposal awards
The disposal to the
highest bidder
Asset Management
Division forwards copy to
Accounting Division for
dropping from the book
of accounts
Asset
Management
Division
Sale
of
Unserviceable

30. “The only person who is educated
is the one who has learned how to learn…. and
changed “
Carl Rogers