Property and Supply Management Process

1. Property Supply Management and
Property Supply Section Standard
Operating Procedures (SOPs)

2. I.BACKGROUND AND RATIONALE
It is the policy of the state that “all resources of the
Government shall be managed, expended or utilized in
accordance with all law and regulation, and safeguard
against loss or wastage through illegal or improper
disposition, with the view of ensuring economy, efficiency
and effectiveness in the operation of the government. The
responsibility to take care that such policy is faithfully
adhered to rests directly with the chief or head of the
government agency concerned” (Sec 2, P.D. 1445).

3. Types of Acquisition
•Purchase Items acquired by agency through
Purchase Order or Contract.
Documents to be attached;
1. PR-Purchase Request
2. PO- Purchase Order/ Contract
3. DR-Delivery Receipt
4. SI- Sales Invoice

4. •Donation Are commodities which the Department
receive from both foreign and local
sources, intended to benefit the
Department and or its programs and
projects.

5. Documents to be attached;
1. Deed of Donation
2. Acknowledgement Receipt
Guidelines AO 2003-053

6. •Transfer These are properties transferred from one
Government agency to another.
Documents to be attached;
1. PTR- Property Transfer Report

7. Classification of Properties
• PPE ( Property Plant
and Equipment)
- are tangible assets which are
acquired through purchase, donation
or other mode of acquisition, and
which meet the capitalization
threshold of Php 50,000.00.

8. • Semi-expendable Properties are tangible items which do not meet the
capitalization threshold of Php 50,000.00 and
recognized as expenses upon issue to the end-
user.
Sub-category
High Valued Items Cost of each item is more than Php 5,000.00
but less than Php 50,000.00;

9. Low Valued Items Cost of each item is Php 5,000.00 or less
The accountability shall be extinguished upon
expiration of the estimated useful life, or upon
return of the property before the end of its
useful life, whether serviceable or non-
serviceable, to the Property Supply Section

10. DSWD-AS SOP 012
Pre-inspection of
Property to surrender
For ICT equipments ( i.e laptop, printer etc)FETS should be accompanied with ICT Service Reports
Procedure
Provide Customer
Feedback Forms to
the requesting party
Receive Property Item
and Turnover
Documents/FETS
Surrender, turnover of property and cancellation of accountability

11. DSWD-AS SOP 013
FETS
Transfer of Property Accountability
Procedure

12. DSWD-AS SOP 014
Submit notarized copy of RLSDDP with proof of receipt by COA and/or
Request for Relief duly endorsed by the Head of Office, Bureaus, and Services
(HOBS)/Head of Offices, Divisions, and Section (HODS) concerned.
• Facilitation of Request for Relief from Property Accountability from
Commision on Audit
Procedure Accountable Officer shall accomplish RLSDDP ( Report of Lost, stole, damaged
or destroyed Property) Form and submit to COA within 72 hours from the
occurrence of loss, and filing of request for relief for property accountability to
COA within 30days days from the occurrence of loss.

13. DSWD-AS SOP 015
Procedure
Replacement/Reimbursement of Lost, Damaged or Destroyed Properties
The Accountable Officer must submit a request for
replacement/reimbursement addressed to the Regional Director to be
endorsed by the Heads of Offices, Division, and Section copy furnished the
Property Office. The request should be accompanied by a notarized
RLSDDP with proof of submission to COA and PAR/ICS.

14. • Reimbursement – the monetary value of item
• For PPE Items
• Money value of lost property, Pant and Equipment shall be based on the
Depreciated Replacement Cost
• For Semi-expendable properties
• Money value of lost Semi-expendable Properties shall be based on the current
Replacement Cost ( CRC) with the same condition and specifications of the lost
Semi-expendable Property.

15. • Replacement
• Must be of similar or higher specification than that of the unit sought to be
replaced and in good working condition regardless of the lost property/s
condition at the time of loss.
• The replacement of the lost property is more advantageous to the government.
Otherwise, payment of the money value of the property shall be required.

16. Requirements for clearance
• For Renewal
• Certificate of Renewal ( issued by PAS)
• FETS – with date for ( with issued properties)/Certification of
No Property Accountability noted by immediate Supervisor.

17. • For Non-Renewal
• Approved resignation/retirement letter
• FETS – complete signatories with date for ( with issued properties)
• Certificate of no-property accountability
• Clearance certificate from HR/ Acceptance of Resignation
• CSS

18. THANK YOU