CITIZEN’S CHARTER · 2020. 9. 18. · Vision: Uplifting the lives and protecting the liberty of...

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OFFICE OF THE VICE PRESIDENT

CITIZEN’S CHARTER

2020 (1st Edition)

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OFFICE OF THE VICE PRESIDENT

CITIZEN’S CHARTER

2020 (1st Edition)

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I. Mandate:

The Office of the Vice President performs executive, ceremonial, and advocacy

functions, collaborating with stakeholders and organizations in both the public

and private sectors, to develop and promote programs that uplift the lives of the

Filipino people.

II. Core Functions:

Develop and implement programs to ensure effective and efficient delivery of

social services to the Filipino people, especially the laylayan or those on the

fringes of society.

Collaborate with appropriate government and non-government agencies,

financial institutions, socio-economic groups and people’s organizations, for

possible support to Local Government Units (LGUs) and their constituents, and

as an active partner in identifying and implementing government programs.

Perform ceremonial functions as the Vice President represents the Philippine

government in official gatherings and diplomatic functions, both locally and

abroad.

III. Vision:

Uplifting the lives and protecting the liberty of the Filipino people, especially the

marginalized.

IV. Mission:

The Office of the Vice President serves as a convergence platform for engaging

citizens in nation-building, promoting the principles of democracy, and

empowering communities in the fight against poverty.

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V. Core Values:

Servant Leadership

: We believe that serving our country is both an honor and a privilege, not a source of entitlement.

Shared Leadership

: We achieve our aspirations for our country when leadership and power are shared with the people.

Strategic Leadership

: We act with transparency, accountability and integrity to deliver transformative results.

VI. Service Pledge: We are committed to exemplary public service as we –

Ensure that programs are responsive to the needs of the marginalized

and engagements contribute to nation-building and the promotion of

democracy;

Maintain integrity in our quality management system through risk-based

approaches to the development of our policies and programs in

compliance with applicable legal requirements; and

Engage everyone’s commitment to continual improvement by cultivating

a high-performing culture through teamwork.

In accordance with Republic Act No. 11032, 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 shall be attended to.

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LIST OF SERVICES

Public Assistance Division 6

External Services

1. Burial Assistance 7-9

2. Medical Assistance Outside OVP Service Delivery Network 10-13

3. Medical Assistance Within OVP Service Delivery Network 14-16

4. Provision of Medicine or Medical Equipment/ Contingency Arrangements

17-20

Area and Constituency Concerns Division 21

External Services

1. Providing Financial Assistance to Disaster Affected Persons and Households (FADPH)

22-24

Administrative and Financial Services Office 25

Internal Services

1. Flight Arrangement for Official Travel 26-27

2. Payment of Approved Cash Advance 28-31

3. Petty Cash Fund Replenishment and Reimbursements 32-37

4. Request for Approval of Cash Advance for Official Travels 38-39

5. Request for Meals and Refreshments from Canteen Concessionaire 40-41

6. Request for Meals and Refreshments from Suppliers Other than the Canteen Concessionaire

42-45

7. Request for Travel Order 46-47

8. Use of Service Vehicle for Official Travel 48-49

Office of the Assistant Chief of Staff 50

Internal Services

1. Request for Cash Advance for Special Activity/Purpose 51-52

Feedback Mechanism 53-54

List of Offices 55

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Public Assistance Division

External Services

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1. Burial Assistance

OVP provides assistance to indigents and the marginalized to help them with the burial

costs of deceased family members.

Office or Division: Public Assistance Division (PAD)

Classification: Simple

Type of Transaction: G2C – Government to Citizen

Who may avail: Burial Assistance shall be provided to the marginalized where the funeral contract of the deceased family member does not exceed ₱35,000 and deceased is neither a holder nor an assignee of a funeral plan. The funeral contract amount shall be based on the total outstanding amount after mandatory discounts (e.g. Senior Citizen’s Discount, etc). The ₱35,000 ceiling shall not apply to Filipinos applying for assistance from abroad, provided the coverage of the funeral contract is similar to the arrangements in the Philippines for the said ceiling.

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Application Form (see Annex A), filled up and signed by the client and/or authorized representative (if applicable) (1 Original Copy)

OVP PAD

2. Social Case Study Report (1 Original or Certified True Copy)

Department of Social

Welfare and

Development (DSWD)

3. Registered Death Certificate, with registry number (1 Photocopy)

Civil Registrar’s Office

4. One (1) valid Identification Card (ID) of Client or Representative, if applicable (See Annex B for the list of valid IDs) (1 Photocopy)

Client

CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Accomplish the Application Form and submit the

1.1 Conduct interview and evaluate the validity

None 2 Hours Technical Staff, PAD

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CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

requirements to the assigned PAD Technical Staff at the PAD area, OVP Extension Office

Note: While under the State of Public Health Emergency, requests are submitted by Clients through email ([email protected]) and Facebook account (VP Leni Robredo)

and completeness of the documents submitted

1.2 Forward the request to the Approving Officer

None 15 Minutes Technical Staff, PAD

1.3 Approve the request

None 15 Minutes Approving Official,

Office of the

Director

2. Receive the financial assistance from the assigned PAD Technical Staff at the PAD area, OVP Extension Office

Note: While under the State of Public Health Emergency, Client acknowledges receipt of assistance through e-mail or other electronic means.

2.1 Release the financial assistance to the Client

Note: While under the State of Public Health Emergency, financial assistance is transmitted electronically (e.g., LBC, GCash, etc) to the Client.)

None 15 Minutes Special Disbursing

Officer,

PAD

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CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

Proof of transmittal is sent to the Client through e-mail or other electronic means.

TOTAL: None 2 Hours and 45 Minutes

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2. Medical Assistance Outside OVP Service Delivery Network

OVP provides medical assistance outside OVP Service Delivery Network to cover the

following instance:

a) Services already provided to the Client and OVP does not have a MOA with the

Service Provider concerned; and

b) Client faces financial difficulties in traveling to any of the Service Providers in the

OVP’s Service Delivery Network.


Classification: Complex


Who may avail: Clients who are poor, marginalized, vulnerable, or

disadvantaged; endorsed to OVP by a Service Provider; and

has not availed of medical assistance from the OVP in the last

twelve (12) months.

Clients confined in suite rooms by choice shall not be covered. Clients confined in private rooms or private wards by choice shall not be covered unless they qualify as vulnerable or disadvantaged individuals with catastrophic or limb-threatening illnesses involving expensive but essential care that would deplete their financial resources, as certified by PAD. Clients confined in the pay ward of the Service Provider due to reasons beyond their control, as certified by the facility, shall be eligible to receive Medical Assistance. This shall include cases such as, but not limited to: (a) Emergency cases; (b) Non-availability of ward services; (c) Cases of communicable disease requiring isolation; (d) Cases requiring intensive care; (e) Chronic and catastrophic cases requiring prolonged admission. Clients confined in the Intensive Care Unit (ICU) are eligible to receive Medical Assistance provided that their confinement in the ICU was beyond their control.

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1. Endorsement Letter signed by the Medical Social Worker of the Service Provider/Hospital and addressed to OVP (1 Original Copy)

Service Provider/ Hospital –

Social Welfare Office

2. Application Form (Annex D), filled up and signed by the client and/or authorized representative (if applicable) (1 Original Copy)

OVP PAD


Department of Social Welfare

and Development (DSWD) or

OVP Licensed Social Worker

4. Medical Records (See Annex E on the Document Required Per Case Type) (1 Original or Certified True Copy)

Attending Physician

5. One (1) valid Identification Card (ID) of Client or Representative, if applicable (See Annex B on the list of valid IDs) (1 Photocopy)

Client

CLIENT STEPS AGENCY

ACTIONS

FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Submit the

requirements to

the assigned

PAD Technical

Staff at the

PAD area,

OVP Extension

Office

Note: While under

the State of Public

Health

Emergency,

requests are

submitted by

Clients through

email

([email protected])

and Facebook

1.1 Check

completeness

of the

submission

None 3 Days Technical Staff, PAD

1.2 Schedule the

client for

interview if

complete. If

incomplete,

inform the

Client of the

lacking

requirements

and

documents

will be

returned and

to them for

resubmission


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CLIENT STEPS AGENCY

ACTIONS

FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

account (VP Leni

Robredo).

when

complete

1.3 Interview the

Client

Note: While

under the State

of Public Health

Emergency,

interviews are

conducted over

the phone.

None 2 Hours Technical Staff, PAD

1.4 If in order,

forward the

request to the

Approving

Officer.

Otherwise,

the Client is

informed of

the

deficiencies

found.


1.5 Approve the

request


Office of the Director

2. Acknowledge

receipt of the

Guarantee

Letter with the

assigned PAD

Technical Staff

at the PAD

area, OVP

Extension

Office

2.1Issue the

Guarantee

Letter to the

Client

Note: While

under State of

Public Health

Emergency,

copy of the

Guarantee Letter


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CLIENT STEPS AGENCY

ACTIONS

FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

Note: While under

State of Public

Health

Emergency, Client

acknowledges

receipt of

assistance through

email or other

electronic means.

is emailed to the

patient and the

hospital provider.

Client

acknowledges

through email or

other electronic

means.

TOTAL None 8 Days, 2 Hours

and 45 Minutes

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3. Medical Assistance Within OVP Service Delivery Network

OVP provides medical assistance through Guarantee Letters (GLs) in collaboration

with the Service Providers listed in Annex C (e.g. hospital, dialysis center) to

supplement other government healthcare programs that assist poor, marginalized,

vulnerable, and disadvantaged individuals.

Service Providers within the OVP Service Delivery pertains to hospitals, centers or

institutions covered by Credit Line or Fund Transfer Memorandum of Agreement

(MOA) on the Medical Assistance Program of the Office.

For this purpose, the Service Provider within the OVP Service Delivery Network is

considered as an extension of the OVP PAD in providing assistance to clients.





disadvantaged; endorsed to OVP by a Service Provider; and

has not availed of medical assistance from the OVP in the last

twelve (12) months.

Clients confined in suite rooms by choice shall not be covered. Clients confined in private rooms or private wards by choice shall not be covered unless they qualify as vulnerable or disadvantaged individuals with catastrophic or limb-threatening illnesses involving expensive but essential care that would deplete their financial resources, as certified by PAD. Clients confined in the pay ward of the Service Provider due to reasons beyond their control, as certified by the facility, shall be eligible to receive Medical Assistance. This shall include cases such as, but not limited to: (a) Emergency cases; (b) Non-availability of ward services; (c) Cases of communicable disease requiring isolation; (d) Cases requiring intensive care; (e) Chronic and catastrophic cases requiring prolonged admission. Clients confined in the Intensive Care Unit (ICU) are eligible to receive Medical Assistance provided that their confinement in the ICU was beyond their control.

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OVP PAD



Welfare and

Development (DSWD)

or OVP Licensed

Social Worker


Attending Physician


Client

CLIENT STEPS AGENCY

ACTIONS

FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Submit the request for OVP Medical Assistance to the Social Services Unit of the Service Provider

1. Receive the request

None 5 Minutes Designated Staff,

Service Provider

2. Accomplish the Application Form and submits the requirements to the Social Services Unit of the Service Provider

2. Conduct social services assessment to check eligibility

None 2 Hours Designated Staff,

Service Provider

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CLIENT STEPS AGENCY

ACTIONS

FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

3. Receive the Medical Assistance Grant from the Social Services Unit of the Service Provider.

3. Issue the Medical Assistance Grant to the Client

None 15 Minutes Designated Staff,

Service Provider

4. Receive a call from the PAD

4. Asks Client for the feedback on the Service Provider


TOTAL None 2 Hours and 35 Minutes

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3. Provision of Medicine or Medical Equipment/ Contingency

Arrangements

If the Service Provider does not provide its bank account number despite

coordination, the PAD shall instead:

a) Offer medicines and/or medical equipment.

Medicines and/or medical equipment shall be provided in kind to the Client based

on prescribed medicines issued by the attending physician not exceeding

₱20,000.00 or two-month supply, whichever is lower. The Client who opts to

receive the medicines on the same day shall be subject to the ceiling prescribed

by the Commission on Audit and PAD shall explain this to the Client.

b) Facilitate the direct provision of the assistance to the Client and issue a Medical

Assistance Grant Slip.





disadvantaged; endorsed to OVP by a Service Provider;

and has not availed of medical assistance from the OVP

in the last twelve (12) months.

Clients confined in suite rooms by choice shall not be covered. Clients confined in private rooms or private wards by choice shall not be covered unless they qualify as vulnerable or disadvantaged individuals with catastrophic or limb-threatening illnesses involving expensive but essential care that would deplete their financial resources, as certified by PAD. Clients confined in the pay ward of the Service Provider due to reasons beyond their control, as certified by the facility, shall be eligible to receive Medical Assistance. This shall include cases such as, but not limited to: (a) Emergency cases; (b) Non-availability of ward services; (c) Cases of communicable disease requiring isolation; (d)

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Cases requiring intensive care; (e) Chronic and catastrophic cases requiring prolonged admission. Clients confined in the Intensive Care Unit (ICU) are eligible to receive Medical Assistance provided that their confinement in the ICU was beyond their control.



OVP PAD



Welfare and

Development (DSWD)

or OVP Licensed

Social Worker


Attending Physician


Client

CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Notify the PAD

at the OVP

Extension

Office that the

Service

Provider

refused to

issue an

Endorsement

1.1 Coordinate

with the

Service

Provider to

assist Client

in obtaining

endorsement


1.2 Upon

confirmation

of the refusal

of the Service

Provider to

issue

None 2 Days

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CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

endorsement,

advise the

Client to

submit

requirements

2. Submit the

requirements to

the assigned

PAD Technical

Staff at the

PAD area,

OVP Extension

Office

Note: While under

the State of Public

Health

Emergency,

requests are

submitted by

Clients through

email

([email protected])

and Facebook

account (VP Leni

Robredo).

1.1 Check

completeness

of the

submission

None 1 Hour Technical Staff, PAD

1.2 Interview the

Client

Note: While

under the State

of Public Health

Emergency,

interviews are

conducted over

the phone.


1.3 Assesses if

Client can be

assisted

through

medicines

instead. If

medicines

are not

appropriate,

request Client

to submit

details

required for

the direct

fund transfer

(e.g. bank

account,

deposit slip,

etc.).


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CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1.4 Approve the

request


Office of the Director

3. Acknowledge

receipt of the

assistance

from the

assigned PAD

Technical Staff

at the PAD

area, OVP

Extension

Office

2.1Inform Client

of the

approval of

the request.


TOTAL None 5 Days, 3

Hours and 30

Minutes

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Areas and Constituency Concerns Division

External Services

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1. Providing Financial Assistance to Disaster Affected Persons and

Household (FADPH)

The FADPH is provided to persons and households affected by a natural or man-made

disaster without distinction to severity of the casualty or extent or the damage of

ownership of the lot on which the house was built.

Office or

Division:

Area and Constituency Concerns Division (ACCD)


Type of

Transaction:

G2C – Government to Citizen

Who may avail: Persons and households affected by a natural or man-made disaster, without distinction to the severity of the casualty or the extent of the damage or the ownership of the lot on which the house was built, subject to the following criteria: a) Household who has no permanent source of income or whose

income is below the poverty threshold of the region;

b) Household whose head is employed in the government or the

private sector but whose term of employment is not regular;

c) Household whose head is a regular employee of the

government or the private sector but whose monthly income is

below ₱15,000

Households who already did self-repair or self-construction may be granted the assistance as long as their names are included in the master list of affected households from the Local Government Unit or Department of Social Welfare and Development.


1. OVP Financial Assistance Form (Annex F) (1 Original Copy)

OVP ACCD

2. Certificate of Residency (1 Original or Certified True Copy)

Barangay covering the

residence of the Client

3. One (1) valid Identification Card (ID) of Client or Representative, if applicable (See Annex B on the list of valid IDs) (1 Photocopy) or Certification executed by the barangay in lieu of a valid ID (1 Original Copy)

Client

4. Death Certificate (if applicable) (1 Photocopy) Civil Registrar’s Office

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CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Accomplish the OVP Financial Assistance Application Form and submit required documents to the ACCD Technical Staff at the ACCD, OVP Extension Office

1.1 Conduct assessment of the client’s eligibility and evaluate validity and completeness of the documents submitted

None 3 Days Technical Staff, ACCD

1.2 Forward the request to the Approving Officer

None 15 minutes Technical Staff, ACCD

1.3 Approve the request

None 15 minutes Approving Officer, ACCD

1.4 Forward the approved Financial Assistance Application Form and documentary requirements to the Administrative and Financial Services Office (AFSO)

None 15 minutes Technical Staff, ACCD

1.5 Process the request for payment

None 6 hours Administrative and Financial

Staff,

AFSO

1.6 Approve the request for payment

None 30 minutes Approving Officials,

Office of the Director and

Assistant Chief of Staff

1.7 Transmit documents to the servicing

None 15 minutes Administrative Staff,

Cash Unit

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CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

bank for processing

2. Receive the assistance and acknowledge receipt at the ACCD, OVP Extension Office

2.1 Release the financial assistance to Client

None 30 Minutes

Technical Staff,

ACCD

TOTAL: None 4 Days

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Administrative and Financial Services Office

Internal Services

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1. Flight Arrangement for Official Travels

This covers processing of requests for flight arrangements for official travels filed by

OVP personnel, including detailed staff, contract of service personnel, and individual

consultants.

Office or Division: Administrative Division, Administrative and Financial Services Office (AFSO)

Classification: Simple Type of Transaction: G2G- Government to Government

Who may avail: OVP Employees, Contract of Service Personnel, Individual Consultants


1. Airline Booking and Cancellation Request Form (1 Original Copy)

Administrative Division or OVP Intranet

2. Approved Travel Order (1 Photocopy) Central Records Unit

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

1. Prepares and submits the Airline Booking and Cancellation Request Form to the Designated Travel Arranger

1.1 Checks approved Travel Order and books the flight tickets in the portal (i.e., Procurement Service through the Government Fares Agreement) or Travel Agency

None 15 minutes Designated Travel Arranger,

Office/Division of the Requesting

Personnel

1.2 Approves the flight booking

None 5 minutes Director, Operations/

Ceremonial and Protocol Division

(for travels related to VP’s

engagements)

Chief Administrative

Officer, Administrative

Division (for other trips)

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FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

1.3 Generates electronic airline tickets and sends email copy to the requesting personnel



Personnel

1.4 Keeps a copy of the electronic airline ticket, Airline Booking and Cancellation Form and Travel Order awaiting the processing of batch payment to the Procurement Service or Travel Agency



Personnel

2. Sends e-mail of the e-boarding pass to the Designated Travel Arranger

2.1 Keeps the copy of the e-boarding pass



Personnel

TOTAL: None 35 Minutes

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2. Payment of Approved Cash Advance

This covers payment approved cash advance for official travels and special

activities/purpose.

Office or Division: Administrative and Financial Services Office (AFSO) Classification: Complex

Type of Transaction: G2G- Government to Government Who may avail: OVP Employees, Detailed Staff, Contract of Service Personnel


1. Approved Itinerary of Travel (IOT) (1 Original Copy) Requesting Personnel

2. Disbursement Voucher (DV) (1 Original Copy, 3 Photocopies)

Requesting Personnel

3. Obligation Request and Status (1 Original Copy, 2 Photocopies)


4. Approved Travel Order/Special Order (1 Photocopy) CRU

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

1. Submits the requirements to the AFSO, OVP Extension Office

1.1 Reviews and signs DV to certify that expenses are necessary, lawful and under his/ her direct supervision.

None 15 minutes Head, Office/Division/

Unit (ODU) of the Requesting Personnel

1.2 Transmits approved documents with supporting attachments to the Budget Division

None 15 minutes Administrative Officer,

ODU of the Requesting Personnel

1.3 Assigns ORS number and updates monitoring record

5 minutes Administrative Staff,

Budget Division

1.4 Reviews and signs the ORS to certify the availability of allotment and obligation made for the purpose/

15 minutes Chief, Budget Division

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PROCESSING TIME

RESPONSIBLE PERSON

adjustments as necessary

1.5 Encodes the ORS in the appropriate Registries and Work and Financial Plan (WFP) Monitoring Sheets

15 minutes Technical Staff, Budget Division

1.6 Registers/ assigns the DV number and stamps the DV with the receiving details (i.e., date, time, receiving staff).


Accounting Division

1.7 Checks completeness of the document and accuracy of the amount

None 15 minutes Technical Staff, Accounting

Division

1.8 Prepares the List of Due and Demandable Accounts Payable- Advice to Debit Account (LDDAP-ADA)


Division

1.9 Signs the DV to certify cash availability, subject to ADA when applicable and supporting documents complete and amount claimed proper

None 15 minutes Chief Accountant Accounting

Division

30


PROCESSING TIME

RESPONSIBLE PERSON

1.10 Signs the LDDAP-ADA to warrant that the document was prepared in accordance with existing budgeting, accounting and auditing rules and regulations

None 5 minutes Chief Accountant, Accounting

Division

1.11 Prepares the Check and Advice of Check Issued and Cancelled (ACIC) and uploads the same in the Electronic Modified Disbursement System (e-MDS)

None 15 minutes Technical Staff, Cash Unit

1.12 Approves the payment online through the e-MDS

None 5 minutes Designated Head, Cash Unit

1.13 Reviews the document and certifies the following: (i) DV to approve payment (ii) LDDAP-ADA to assume full responsibility on the veracity and accuracy of the listed claims and authenticity of the supporting documents as


Office of the Director/

Assistant Chief of Staff/ Chief of

Staff

31


PROCESSING TIME

RESPONSIBLE PERSON

submitted by the claimants

1.14 Prepares the Summary of LDDAP-ADAs Issued and Invalidated ADA Entries (SLIIE) for batch processing of Landbank


1.15 Checks and signs the SLIIE to certify correctness




Staff

1.16 Prepares the receiving copies of LDDAP-ADA, ACIC, SLIIE (printed and soft copies in USB) and transmits original documents to the Landbank


Cash Unit

1.17 Secures copy of the validated/ stamped received LDDAP-ADA, ACIC and SLIIE


Cash Unit

2. Acknowledges receipt of fund

2.1 Notifies the payee of the payment made


Cash Unit

TOTAL: None 3 Hours and

55 Minutes

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3. Petty Cash Fund (PCF) Replenishment and Reimbursements

This covers PCF replenishment, and reimbursement of the following (i) Expenditures

Incurred in Excess of Approved Cash Advance, (ii) Expenditures that did not Undergo

Procurement/Not Covered by PCF and (iii) Other Operating Expenses.

Office or Division: Administrative and Financial Services Office (AFSO) Classification: Complex

Type of Transaction: G2G- Government to Government Who may avail: OVP Employees, Detailed Staff, Contract of Service Personnel


For PCF Replenishment

1. Petty Cash Voucher (1 Original Copy) Cash Unit

2. Petty Cash Request Form (1 Original Copy) Cash Unit

3. Sales Invoice/ Official Receipt (1 Original Copy) Requesting Personnel

4. Abstract of Quotations (AOQ) with at least three (3) quotations, if applicable (1 Original Copy)


5. Inspection and Acceptance Report (IAR) (1 Original Copy)

Property and Procurement Unit

6. Property Acknowledgment Report (PAR) or Inventory Custodian Slip (ICS) or Issuance of Supplies and Materials (ISM) (1 Original Copy)


For Expenditures Incurred in Excess of Approved Cash Advance

1. Liquidation Report (1 Original Copy) Requesting Personnel



3. Obligation Request and Status (ORS) (1 Original Copy, 2 Photocopies)


For Expenditure that did not Undergo Procurement/ Not Covered by PCF

1. DV (1 Original Copy, 3 Photocopies) Requesting Personnel

2. ORS (1 Original Copy, 2 Photocopies) Requesting Personnel

3. Sales Invoice/Official Receipt (1 Original Copy) Merchant Store

4. Purchase Request (1 Original Copy) Property and Procurement Unit

5. AOQ with at least three (3) quotations (1 Original Copy)


6. IAR (1 Original Copy) Property and Procurement Unit

7. PAR or ICS or ISM (1 Original Copy) Property and Procurement Unit

8. Certificate of Emergency Purchase/ Repair, if applicable (1 Original Copy)


9. Waste Material Report (WMR), if applicable (1 Original Copy)


For Other Operating Expenses (e.g. Unscheduled Travels)

1. Approved Travel Order (TO) (1 Photocopy) Central Records Unit (CRU)

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2. Approved Itinerary of Travel (IOT) (1 Original Copy)


3. Certificate of Appearance (1 Original Copy) Local Government Unit (LGU)/ Other Entity Authorized for the Visit

4. Daily Trip Tickets, if government service vehicle was used for land travel (1 Original Copy) or Boarding Passes for air travels (1 Photocopy)


5. Summary of Expenses (1 Original Copy) Requesting Personnel

6. Credit Card Billing with Proof of Payment/ Official Receipt and Invoices (1 Photocopy)



PROCESSING TIME

RESPONSIBLE PERSON

1. Submits the requirements to the AFSO, OVP Extension Office

1.1 Reviews and signs DV to certify that expenses are necessary, lawful and under his/ her direct supervision.

None 15 minutes Head, Office/Division

/Unit (ODU) of the Requesting Personnel

1.2 Transmits approved documents with supporting attachments to the Property and Procurement Unit



1.3 Registers receipt of the documents



1.4 Prepares IAR, PAR/ICS/ISM and WMR (if applicable)

None 30 minutes Property Officer, Property and

Procurement Unit

1.5 Reviews completeness of the documentary attachments and signs IAR, PAR/ ICS / ISM and WMR (if applicable)

None 15 minutes Supervising Administrative

Officer, Property and Procurement

Unit

34


PROCESSING TIME

RESPONSIBLE PERSON

1.6 Forwards complete documents to Budget Division

None 5 minutes Administrative Officer, Property

and Procurement Unit

1.7 Reviews completeness of the documentary attachments. If in order, forwards to Budget Division.

None 30 minutes Property Officer, Property and

Procurement Unit

1.8 Assigns ORS number and updates monitoring record


Budget Division

1.9 Reviews and signs the ORS to certify the availability of allotment and obligation made for the purpose/ adjustments as necessary

None 15 minutes Chief, Budget Division

1.10 Encodes the ORS in the appropriate Registries and WFP Monitoring Sheets

None 15 minutes Technical Staff, Budget Division

1.11 Registers/ assigns the DV number and stamps the DV with the receiving details (i.e., date, time, receiving staff).


Accounting Division

1.12 Checks completeness of the document


Division

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PROCESSING TIME

RESPONSIBLE PERSON

and accuracy of the amount

1.13 Prepares the List of Due and Demandable Accounts Payable- Advice to Debit Account (LDDAP-ADA)


Division

1.14 Signs the DV to certify cash availability, subject to ADA when applicable and supporting documents complete and amount claimed proper

None 15 minutes Chief Accountant Accounting

Division

1.15 Signs the LDDAP-ADA to warrant that the document was prepared in accordance with existing budgeting, accounting and auditing rules and regulations

None 5 minutes Chief Accountant, Accounting

Division

1.16 Prepares the Check and Advice of Check Issued and Cancelled (ACIC) and uploads the same in the Electronic Modified Disbursement System (e-MDS)


36


PROCESSING TIME

RESPONSIBLE PERSON

1.17 Approves the payment online through the e-MDS

None 5 minutes Designated Head, Cash Unit

1.18 Reviews the document and certifies the following: (i) DV to approve payment (ii) LDDAP-ADA to assume full responsibility on the veracity and accuracy of the listed claims and authenticity of the supporting documents as submitted by the claimants




Staff

1.19 Prepares the Summary of LDDAP-ADAs Issued and Invalidated ADA Entries (SLIIE) for batch processing of Landbank


1.20 Checks and signs the SLIIE to certify correctness




Staff

1.21 Prepares the receiving copies of LDDAP-ADA, ACIC, SLIIE (printed and soft copies in USB)


Cash Unit

37


PROCESSING TIME

RESPONSIBLE PERSON

and transmits original documents to the Landbank

1.22 Secures copy of the validated/ stamped received LDDAP-ADA, ACIC and SLIIE


Cash Unit

2. Acknowledges receipt of funds

2.1 Notifies the payee of the payment made


Cash Unit

TOTAL: None 5 Hours and 20 Minutes

38

4. Request for Approval of Cash Advance for Official Travels This covers processing of requests for cash advance for official travels filed by OVP

personnel, including detailed staff, contract of service personnel.

Office or Division: Accounting Division, Administrative and Financial Services Office (AFSO)


Type of Transaction: G2G- Government to Government Who may avail: OVP Employees, Detailed Staff, Contract of Service

Personnel



AFSO or OVP Intranet

2. Obligation Request and Status Form (ORS) (1 Original Copy, 2 Photocopies)


3. Itinerary of Travel (IOT) (1 Original Copy) AFSO or OVP Intranet


5. Airline Tickets (if traveling by air) (1 Photocopy) Designated Travel Arranger

6. Disapproved Request for Use of OVP Service Vehicle (if applicable) (1 Photocopy)

Transport Unit, Administrative Division

7. Request for Use of Extraordinary Means of Transportation (if applicable) (1 Original Copy)



FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

1. Prepares and submits the documentary requirements to the Accounting Division, OVP Extension Office

1.1 Approves the IOT, DV and ORS

None 5 minutes Division Chief, Office/Division/

Unit (ODU) of the Requesting Personnel

1.2 Forwards the request to the Accounting Division



1.3 Checks the completeness of the documentary requirements and the accuracy of the computations


Division

1.4 Coordinates required

None 15 minutes Technical Staff,

39


FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

changes to the computation. If in order, initials the IOT

Accounting Division

2. Secures copy of the approved IOT and attaches it to the required documents to request for processing of payment.

2.1 Releases the reviewed IOT and other supporting documents to the requesting personnel


Accounting Division


Note: Request for Approval of Cash Advance for Official Travels qualified for multi-

stage processing.

40

5. Request for Meals and Refreshments from Canteen

Concessionaire This covers processing of requests meals and refreshments from the OVP canteen

concessionaire to be served within the Office for authorized official activities.



Type of Transaction: G2G- Government to Government Who may avail: OVP personnel


1. Request for Meals and Refreshment (RMR) (1 Original Copy)



FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

1. Accomplishes and submits the RMR to the AFSO, OVP Extension Office or to OVP Proper, OVP Main Office

1.1 Evaluates and endorses the request

None 30 minutes Division Chief, Budget Division

1.2 Approves the request

None 15 minutes Head Executive Assistant,

OVP Proper or



Division

1.3 Furnishes copy of the approved RMR to the Canteen Concession-aire at least one (1) day ahead of the scheduled activity


Requesting Office/Division/

Unit

2. Submits attendance sheet and written report to the Administrative

2.1 Attaches the attendance sheet and written report to approved RMR to


Administrative Division

41


FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

Division, OVP Extension Office

support payment.


42

6. Request for Meals and Refreshments from Suppliers Other than

the Canteen Concessionaire This covers processing of requests meals and refreshments from suppliers other than

the OVP canteen concessionaire to be served during authorized official activities.


Classification: Highly Technical

Type of Transaction: G2G- Government to Government Who may avail: OVP personnel


1. Request for Meals and Refreshment (RMR) (1 Original Copy)



FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

1. Accomplishes and submits the RMR to the AFSO, OVP Extension Office or to OVP Proper, OVP Main Office

1.1 Evaluates and endorses the request

None 30 minutes Division Chief, Budget Division

1.2 Approves the request and forwards it to the Procurement Unit

None 15 minutes Head Executive Assistant,

OVP Proper For the Main

Office or


Officer,

Administrative Division for the

Extension Office

2. Transmits approved RMR to the Procurement and Property Unit, OVP

2.1 Receives and registers the request


Procurement Unit

43


FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

Extension Office

2.2 Updates the monitoring of Annual Procurement Plan and prepares Request for Quotation (RFQ)

None 1 day Technical Staff, Procurement Unit

2.3 If more than P50,000.00, posts the RFQ in the Philippine Government Electronic Procurement System (PhilGEPS) for at least three (3) working days

None 5 days Technical Staff, Procurement Unit

2.4 Prepares the Abstract of Quotations (AOQ), Obligation Request and Status (ORS), and Purchase Order (PO)

None 1 day Technical Staff, Procurement Unit

2.5 Approves the AOQ and ORS and recommends approval of the PO

None 1 day Supervising Administrative

Officer, Property

and Procurement Unit

2.6 Certifies as to availability of allotment and obligation

None 1 day Division Chief, Budget Division

44


FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

2.7 Certifies fund availability

None 1 day Chief Accountant, Accounting

Division

2.8 Approves the Purchase Order

None 30 minutes Chief Administrative


Division

2.9 Furnishes copy of the Purchase Order to the Administrative Officer of the Requesting ODU

None 30 minutes Technical Staff, Procurement Unit

3. Oversees the implementation of the contract

3.1 Secures Statement of Account and Invoice from the Supplier


Requesting Office/ Division/

Unit

3.2 Prepares written report and attaches the statement of account, invoice, and attendance sheet, and submits the set of documents to the Property Unit to support processing of payment to supplier

None 1 day Administrative Officer,

Requesting Office/ Division/

Unit

45


FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

TOTAL: None 11 Days,

2 Hours and 5 Minutes

Note: Request for Meals and Refreshments from Suppliers Other than the Canteen

Concessionaire qualified for multi-stage processing.

46

7. Request for Travel Order This covers processing of Request for Travel Order filed by OVP personnel,

including detailed staff, contract of service personnel, and individual consultants.



Type of Transaction: G2G- Government to Government Who may avail: OVP plantilla, contractual, casual employees, detailed

staff, contract of service personnel and individual consultants


1. Request for Travel Authority (1 Original Copy)

Human Resource Management Unit (HRM) or OVP Intranet

2. Draft Travel Order (1 Original) Requesting Office/Division/Unit (ODU)


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Prepares and submits Request for Travel Authority and draft Travel Order to the Ceremonial and Diplomatic Affairs Division, OVP Main Office (for travels related to VP’s engagements) or to the Administrative Division, OVP Extension Office (for all other travels)

1.1 Reviews and endorses the request

None 5 minutes Director, Operations/

Ceremonial and Diplomatic Affairs

Division



Division

1.2 Reviews and approves the request

None 5 minutes Approving Official,

Office of the Assistant Chief of Staff or Office of the Chief of Staff

1.3 Registers the Travel Order with an assigned series number

None 5 minutes Records Officer, Central Records

Unit

1.4 Uploads the approved Travel Order in the Document Management


Unit

47


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

System and send email copy as follows:

Requesting personnel

ODU Head of the requesting personnel

Approving Officer

Travel Arrangers

Resident Auditor, COA

1.5 Keeps the original copy of the approved Travel Order and Request for Travel Authority and files the same in a separate folder according to series numbers


Division


48

8. Use of Service Vehicle for Official Travel

This covers processing of requests for use of service vehicle for official travels filed by

OVP personnel, including detailed staff, and contract of service personnel.



Type of Transaction: G2G- Government to Government Who may avail: OVP Employees and Contract of Service Personnel


1. Request for Use of OVP Service Vehicle (1 Original Copy)

Transport Unit or OVP Intranet


3. Trip Ticket (1 Original Copy) Transport Unit or OVP Intranet


FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

1. Accomplishes and submits the Request for Use of OVP Service Vehicle and Trip Ticket to the Transport Unit, OVP Extension Office

1.1 Receives accomplished request form and assign control number


Transport Unit

1.2 Determines the availability of service vehicle and driver on specified date and update the Service Vehicle Monitoring Sheet


Transport Unit

1.3 Approves the request. If request is disapproved, the Request for Use of OVP Service Vehicle is returned to the

None 5 minutes Chief Administrative

Officer,

Administrative Division

49


FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

requesting employee.

1.4 Provides Trip Ticket Form to the Driver and discusses the specifics of the travel


Transport Unit

2. Secures copy of the approved Trip Ticket from the Transport Unit, OVP Extension Office

2.1 Approves Trip Ticket

None 5 minutes Designated Head, Transport Unit


50

Office of the Assistant Chief of Staff

Internal Services

51

1. Request for Cash Advance for Special Activity/Purpose This covers processing of requests for cash advance for special activity/purpose

filed by bonded OVP personnel.

Office or Division: Office of the Assistant Chief of Staff (OACOS) Classification: Simple

Type of Transaction: G2G- Government to Government Who may avail: Bonded OVP personnel


1. Disbursement Voucher (DV) (1 Original, 3 Photocopies)

Administrative and Financial Services Office (AFSO) or OVP Intranet

2. Three (3) Copies of Obligation Request and Status Form (ORS) (1 Original, 2 Photocopies)


3. Draft Special Order (1 Original) Requesting Office/Division/Unit (ODU)

4. Memorandum for the Chief of Staff/ Project Proposal (1 Original)

Requesting ODU


FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

1. Prepares and submits the documentary requirements to the OACOS, OVP Extension Office

1.1 Reviews the documents to check the accuracy of the computation and the reasonableness of the request, in coordination with the Head of the Budget and Chief Accountant

None 30 minutes Technical Staff, Office of the

Assistant Chief of Staff

1.2 Reviews the documents and if in order, signs the endorsement of the proposal

None 15 minutes Assistant Chief of Staff,

Office of the Assistant Chief of

Staff

1.3 Reviews the document. If in order, signs the Special Order

None 15 minutes Chief of Staff, Office of the Chief of Staff

52


FEES TO BE PAID

PROCESSING TIME

RESPONSIBLE PERSON

1.4 Releases the approved Special Order to the requesting personnel


Office of the Chief of Staff

2. Transmits approved Special Order to the Central Records Unit, OVP Extension Office

2.1 Assigns control number and registers the Special Order


Central Records Unit

3. Secures copy of the approved and registered SO and attaches it to the required documents to request for processing of payment

3.1 Disseminates copy of the approved SO


Central Records Unit

TOTAL: None 1 Hour and 25 Minutes

Note: Request for Cash Advance for Special Activity/Purpose qualified for multi-

stage processing.

53

FEEDBACK AND COMPLAINTS MECHANISM

How to Send

Feedback

Answer the client feedback form and drop it at the designated drop box at

the Reception Area of the OVP Main and Extension Offices, and the

Receiving Area of the PAD.

Contact info: 8370-1717, local 112 and 113 or [email protected] and

[email protected]

How

Feedbacks

are Processed

The designated personnel collects the feedback forms daily. The feedback

forms are compiled and submitted to the concerned head.

The concerned head reviews the feedback and discusses the same to the

team. An Action Plan is prepared to address identified gaps, if any.

For inquires and follow ups, clients may contact the following telephone

number: 8370-1717, local 112 and 113.

How to File a

Complaint

Answer the Client Complaint Form and drop it at the designated drop box at the Reception Area of the OVP Main and Extension Offices, and the Receiving Area of the PAD Complaints can also be filed via telephone or social media, with the following minimum information:

- Name of the person being complained of

- Incident

- Evidence

For inquires and follow ups, clients may contact the following telephone number: 8370-1717, local 112 and 113.

How

Complaints

are Processed

The designated staff checks the drop box daily and submits the report to

the concerned head.

The concerned head initiates the investigation and requests the responsible

personnel for explanation, if necessary. Upon completion of the

investigation, the concerned head prepares a report and submits

recommendation to the Chief of Staff.

Once the recommendations are approved, the concerned head provides

the feedback to the client concerned.

For inquires and follow ups, clients may contact the following telephone

number: 8370-1717, local 112 and 113.

54

FEEDBACK AND COMPLAINTS MECHANISM

Contact Information of ARTA, PCC, CCB

Anti-Red Tape Authority: [email protected] / 8478 5093 Presidential Complaints Center: 8888 Contact Center ng Bayan: 0908-881-6565 (SMS)

55

List of Offices

Office Address Contact Information

OVP Main Office No. 100, 11th Street, Barangay

Mariana, New Manila, 1112

Quezon City

8534-6426 / 8534-6427

OVP Extension Office 7th Floor, Ben-Lor Building,

1184 Quezon Avenue, Quezon

City

8370-1716 / 8370-1719

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