CITIZEN’S CHARTER DILG - CAR | Official Blog Site · PDF file5/11/2012 ·...

CITIZEN’S

CHARTER

DILG – CAR

NOTE: SERVICES ARE FREE OF CHARGE

Vision

The Department is the primary

catalyst for excellence in local

governance that nurtures self

reliant, orderly, progressive, safe

and globally competitive

communities sustained by a God-

Centered and empowered

citizenry

Mission

To promote peace and order,

ensure public safety,

strengthen the capability of

local government units through

active people participation and

a professionalized corps of

civil servants

PLEDGE OF COMMITMENT

We, the Officials and

employees of the DILG –

CAR, do solemnly pledge and

commit to effectively deliver

the following frontline services

to our clients:

EXTERNAL FRONTLINE

SERVICES

Processing of Request for Authority to Travel Abroad

Processing of Application for Scholarship Grants

Processing of Barangay Officials Death Benefit Assistance (BODBA)

Issuance of Certificates of Incumbency

Processing of Documents for the Release of Fund Allocation under the Special Local Roads Fund (SLRF)

Processing of Request for

Authority to Travel Abroad

CLIENT : Local Government Officials

and Employees

OUTPUT : RD’s INDORSEMENT


REQUIRED DOCUMENTS

(For Official Travel)

STEPS DURA-

TION

DIV./Unit/

Person

Responsible

Letter request for authority to travel

C/MLGOO’s Indorsement

PD/CD’S Indorsement

Host Country/Sponsoring Agency’s

Invitation letter

Affidavit of no pending

administrative or criminal case

Clearance from money and property

accountabilities

OIC designation from requesting

LCE/VM/VG

DTI Indorsement (for Trade and

Investment Purposes)

Statement of Benefits to be derived

from the trip

Certification from the LCE/HRMO

that said trip is included in the

CAPDEV

Receiving/Rev

iew of

submitted

documents

10 mins. FAD/

Records

Section

RD’s

instruction

5 mins.

Evaluation/Pro

cessing and

Preparation of

Indorsement

15 mins. LGCDD

Action

Officer

RD’s

Signature

5 mins.

Releasing of

Indorsement

to Central

Office for

action

5 mins. FAD/

Records

Section

REQUIRED DOCUMENTS

(For Personal Travel)

STEPS DURATION DIV./Unit/

Person

Responsible

Letter request for authority

to travel

C/MLGOO’s Indorsement


Approved leave of absence


administrative or criminal

case

Clearance from money and

property accountabilities

OIC designation from

requesting LCE/VM/VG

Receiving/Review

of submitted

documents

10 mins. FAD/

Records

Section

RD’s instruction 5 mins.

Evaluation/Proces

sing and

Preparation of

Indorsement

15 mins. LGCDD

Action

Officer

RD’s Signature 5 mins.

Releasing of

Indorsement to

Central Office for

action

5 mins. FAD/

Records

Section

Processing of application for

Scholarship Grants

CLIENT : Local Government Officials

and Employees

OUTPUT : RD’s INDORSEMENT


REQUIRED DOCUMENTS STEPS DURA-

TION

DIV./Unit/

Person

Responsible

1. Resume (with 2x2 picture)

2. Transcript of records (certified true copy

of BS Degree and MS if any

3. Diploma (Certified True Copy

4. List of Trainings/Seminars attended

5. Updated Service Record

6. Statement of Actual duties and

responsibilities

7. Certified true copy of Performance Ratings

for the last two(2) rating periods (Jan. to

June and July to Dec.)

8. Certificate of no pending nomination in

Local and/or Foreign Scholarship

Programs

9. Certificate of no pending administrative

and criminal case

10. Certificate of no service obligation from

local and/or foreign scholarship programs

11. LCE’s Indorsement

12. PD’s Indorsement

Receiving/Re

view of

submitted

documents

10 mins. FAD/

Records

Section

RD’s

instruction

5 mins.

Evaluation/Pr

ocessing and

Preparation

of

Indorsement

15 mins. LGCDD

Action

Officer

RD’s

Signature

5 mins.

Releasing of

Indorsement

to Central

Office for

action

5 mins. FAD/

Records

Section

Processing of Barangay Officials Death Benefit Assistance (BODBA)

CLIENT : Claimants/Beneficiaries of deceased Barangay Officials

OUTPUT : Transmittal Letter for NBOO, Central Office

Transmittal Letter for beneficiaries thru FOUs



TION

DIV./Unit/

Person

Responsible

1. Duly accomplished Application for

Death Benefits Claim (DILG-DBC

Form 001)

2. Certified True Copy of Death

Certificate

3. Certificate of Incumbency (both

DILG and LCE)

4. Certified true copy of Marriage

Certificate, if claimant is the

widow/widower of the deceased

barangay official;

5. Birth Certificate, if claimant is a

son/daughter of the deceased

barangay official;

Receiving of DBC

Forms 003-A and

003-B submitted

by the FOUs

5 mins. FAD/

Records

Section


Review and

Consolidation of

submitted claims.

(OSD submits

names of deceased

B.Os to Central

Office by bunch

every week)

30

mins.

LGMED

Action Officer


TION

DIV./Unit/

Person

Responsible

6. Certified true copy of birth

certificate of the deceased or

affidavit of two disinterested

parties, if the deceased barangay

official is single and the claimant

is his/her parent/brother/sister;

7. In the absence of the primary and

secondary beneficiary/ies, the

claimant/s may present valid IDs

such as voters ID, driver’s

license, postal ID, passport, or

certification from the barangay

that he/she is a resident of said

barangay.

Transfer death

benefits fund to

the FOUs

Upon receipt of

Sub-Allotment

and Notice of

Cash Allocation

(NCA)

Within

five (5)

days

after

receipt

of NCA

Preparation of

Vouchers/

Checks as Cash

Advance to

FOU’s c/o

PD/CDs

1 hr. FAD/

Budget

Officer/Accoun

tant/Cashier

Preparation of

letter informing

beneficiaries thru

FOUs of claim

availability

1 hr LGMED Action

Officer


TION

DIV./Unit/

Person

Responsible

8. In case claimant/s cannot

personally do the transaction,

the authorized representative

shall present a Special Power of

Attorney.

Note:

All applications and the

corresponding supporting

documents shall be retained at the

DILG Provincial/HUC to serve as

reference in the issuance of checks

to claimant/s.

Deposit checks to

FOUs Servicing

Bank

Following

day after

submis-

sion of

Advice

FAD/

Cashier

Releasing of letter/s

to beneficiary/ies

5 mins. FAD/

Records

Section

Note:

DILG FOUs prepare individual checks for

each intended claimant and notifies claimant

thru C/MLGOO of the availability of fund and

pays/releases the check to the rightful

beneficiary/ies.

Issuance of Certificates of Incumbency

(For general purposes like death and burial benefits, CS eligibility, scholarships and Medical Benefits)

CLIENT : Barangay Officials/SK Members

OUTPUT : Approved Certificate of Incumbency

Letter of IndorsementLetter informing client to refer

request to C/MLGOO

REQUIRED

DOCUMENTS

STEPS DURA-

TION

DIV./Unit/

Person

Responsible

1. Appointment

2. ID Card

3. Request (either oral or

written)

Receiving/Review of

submitted documents

5 mins. FAD/Records

Section


Evaluation/Processing/verific

ation of records and

preparation of certificate of

incumbency and

indorsement letter

15 mins. LGMED Action

Officer

** If client has no record, the action officer prepares a reply letter advising the client to refer request with the C/MLGOO

30 mins LGMED Action

Officer

RD’s signature 5 mins

Releasing of Certificate of

incumbency/ indorsement or

referral letter

5 mins. FAD/Records

Section

Processing of Documents for

the Release of Fund

Allocation under the Special

Local Roads Fund (SLRF)

CLIENT : LGUs

OUTPUT : RD’s Indorsement



TION

DIV./Unit/

Person

Responsible

1. Individual Program of

Works (IPW) and Annual

Works Program

Receiving /recording of

documents

5 mins. FAD/Records

Section


Evaluation and review of

Individual Program of

Works (IPW) and

preparation of

Indorsement

1 month LGCDD Action

Officer

RD’s signature 5 mins.

Releasing of Indorsement

to Central Office for Action

5 mins. FAD/Records

Section

INTERNAL SERVICES

Issuance of Certificate of Employment

and Compensation/Remittances/Service

Record

Processing of Application for Leave

Processing of Authority to Travel Abroad

Payment of traveling expenses

Issuance of Supplies and Materials

Request for Issuances/Authentication of

documents


Issuance of Certificate of Employment and

Compensation/ Remittances/Service Record

OUTPUT : Certificate of Employment and

Compensation/ Remittances/Service Record


TION

DIV./Unit/

Person

Responsible

1. Request (either

oral or written)


request

- verbal

- written

5 mins.

FAD/ Human

Resource

Section/Accounti

ng Section

Data verification and

preparation of Certificate/

Service Record

15 mins. FAD/ HRS/AS

Review and signing of

Certificate/Service Record

5mins. FAD/ HRS/AS

Releasing of

Certificate/Service Record

5 mins. FAD/HRS/AS

Processing of Application for Leave

OUTPUT : Approved Leave Application (F6)

REQUIRED DOCUMENTS STEPS DURATION DIV./Unit/

Person

Responsible

Duly accomplished

Leave Application

Form (F6) and

recommended by

immediate supervisor

Note:

For VL/SPL - 5 days before

actual leave

For SL - immediately upon

return to work if more

than five (5) days attach

medical certificate

Indexing and Certification

of Leave Credits

5 mins. FAD/HRS

Approval/Disapproval

of Leave:

ARD – 1-30 days

SILG – more than 30

days and travel abroad

5 mins. RD/ARD

Receiving of

Approved/Disapproved

Leave application form

(F6)

5 mins. FAD/ Records

Section

Recording of

Approved/Disapproved

leave

5 mins. FAD/HRS

Processing of Authority to Travel Abroad

OUTPUT : RD’s Indorsement


TION

DIV./Unit/ Person

Responsible

For official travel:

Letter request for authority

to travel


Host Country/Sponsoring

Agency’s Invitation letter


administrative or criminal

case

Clearance from money and

property accountabilities

OIC designation from

requesting FOU

DTI Indorsement (for Trade

and Investment Purposes)

Receiving/Review

of submitted

documents

15 mins. FAD/Records

Section


Evaluation/Proces

sing and

Preparation of

Clearances/Indors

ement

30mins. FAD/HRS

RD’s Signature 5 mins.

Releasing of

Indorsement &

other

administrative

documents to

Central Office for

action

10 mins FAD/Records

Section


TION

DIV./Unit/

Person

Responsible

Statement of Benefits derived from the

trip

For personal travel:

Letter request for authority to travel

Duly accomplished Leave Application

Form (F6) and recommended by

immediate supervisor

Affidavit of no pending administrative or

criminal case

Clearance from money and property

accountabilities

OIC designation

For Field Personnel:

Provincial/City Clearance

PD’s /CD’s Indorsement

Processing of Claim for Traveling Expenses

OUTPUT : Check payment

REQUIRED DOCUMENTS

(Reimbursement)

STEPS DURA-

TION

DIV./Unit/

Person

Responsible

Duly accomplished:

Obligation Request

(Regular) Budget Utilization

Request (Trust Fund)

Certified by Immediate

Supervisor

Disbursement Voucher

Approved Travel Order

Approved Itinerary of

Travel & Cert. of Travel

Completed

Bus tickets

Certificate of Appearance

Receiving/recording

and certify availability

of allotment

10 mins. FAD/Budget

Section

Receiving/recording


of cash/correctness of

computation and

completeness of

supporting documents

15 mins. FAD/Account

ing Section

Approval for Payment 5mins. RD/ARD

Preparation of Check,

ACIC and recording in

the cashbook

20 mins. FAD/Cash

Section

Submission of ACIC to

GSB

Within the

day/before

banking

hours

Release of Check Day after

submission of

ACIC

Processing of Claim for Traveling Expenses

OUTPUT : Check payment

REQUIRED DOCUMENTS

(Pre-payment)

STEPS DURA-

TION

DIV./Unit/

Person

Responsible

Duly accomplished

Obligation Request (Regular)

Budget Utilization Request

(Trust Fund) Certified by

Immediate Supervisor

Disbursement Voucher

Approved Travel Order

Approved Itinerary of Travel

(Claims should be submitted 3 days

before actual travel)

Upon return from travel:

Liquidation Report

Approved Itinerary of Travel

& Cert. of travel completed

Bus tickets

Certificate of Appearance

Receiving/recording


of allotment

10 mins. FAD/Budget

Section

Receiving/recording


of cash/correctness of

computation and

completeness of

supporting documents

15 mins. FAD/Account

ing Section

Approval for Payment 5mins. RD/ARD

Preparation of Check,

ACIC and recording in

the cashbook

20 mins. FAD/Cash

Section

Submission of ACIC to

GSB

Within the

day/before

banking

hours

Release of Check Day after

submission of

ACIC

Issuance of Supplies and Materials


TION

DIV./Unit/

Person

Responsible

Approved APP/

Supplemental APP

Accomplished Supplies

Availability Inquiry (SAI)

Approved Request Issue

Slip (RIS)

Approved Purchase

Request (PR)

Receives SAI and

verifies availability of

supplies

10 mins. FAD/General

Services

Section

If supplies are available:

Receive RIS and Issue

supplies

If supplies are not

available:

Receive PR and verify

if supply/ies requested

is included in the APP

15 mins. FAD/General

Services

Section

Request for Issuances/Authentication of Documents

OUTPUT : True copy/Photocopy of

Circulars/Memoranda


TION

DIV./Unit/

Person

Responsible

1. Request (either

oral or written)


request 5 mins.

FAD/Records

Section

Data verification and

reproduction of document

15 mins.

Releasing of document 5 mins.

UPDATED: AS OF NOV. 5, 2012

CITIZEN’S CHARTER DILG - CAR | Official Blog Site · PDF file5/11/2012 ·...

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