ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Report 1. Report of Accountability for Accountable Forms (RAAF) (Gen. Form No. 16) 2. Turn-over of Accountabilities of Accountable Forms (TOA) (BIR Form No. 2625) Description of To be Submitted Report To By This report shall be prepared Accountable Forms Office of the Regional by the Accountable Officer to Division (AFD) Director report on the movement and Office of the Chief, status of accountable forms in Administrative Division his/ her possession. Reference Issuance - Section 445, Vol. II of GAAM; -Section 68, NGAS Vol. II -Page 144, NGAS, Vol. II - RMO 32-98 Frequency/Deadline Remarks of Submission Monthly/not later than 10th day of For monitoring and liquidation of the following month accountable forms This report shall be prepared Accountable Forms Revenue District Offices by the Accountable Officer to Division (AFD) under report on the movement and RR 8 - Makati City status of Tax Debit Memo (TDM) in his/ her possession. - Section 445, Vol. II of GAAM; -Section 68, NGAS Vol. II -Page 144, NGAS, Vol. II - RMO 32-98; RMO 15-2006 Monthly/not later than 10th day of For monitoring and liquidation of the following month accountable forms This report shall be prepared Accountable Forms by an outgoing Accountable Division (AFD) Officer for transfer of his/ her accountability over accountable forms to an incoming Accountable Officer. -RMO 32-98 As the need arises For monitoring and liquidation of accountable forms RMO 32-98; RMO 15-2006 As the need arises For monitoring and liquidation of accountable forms Office of the Regional Director Office of the Chief, Administrative Division This report shall be prepared Accountable Forms Revenue District Offices by an outgoing Accountable Division (AFD) under Officer for transfer of his/ her RR 8 - Makati City accountability over Tax Debit Memo to an incoming Accountable Officer. ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Description of To be Submitted Report Report To By 3. Report on the Disposal of Report showing the disposed Accountable Forms Committee on the Accountable Forms (BIR Form No. obsolete/ cancelled/ damaged Division (AFD) Disposal of Specialized 2623) and Certificate of Destruction accountable forms. Accountable Forms (Regional Office) a) Fuel Consumption and Savings Report b) Electricity Consumption and Savings Report 1. Report on the Physical Count of Property, Plant & Equipment (RPCPPE) (a) Consolidated RPCPPE (Not yet taken up & already taken up in the Books of Accounts) 2. Motor Vehicles Inventory and Availment of Transportation Allowance (MVTA) Report Report on the monthly fuel and electric consumption of the NO, RO and RDOs as reuired under the Energy Conservation Program General Services Division Report on the physical property , plant and equipment by type as of a given date . It shows the balance of property and equipment per cards and per count and shortage / average if any Property Division Inventory of Motor Vehicles With the corresponding gasoline consumption and list of employees with transportation allowance in a semester Property Division Administrative and Human Resource Management Division (AHRMD) Administrative and Human Resource Management Division (AHRMD) AHRMD and Finance Divisions Reference Issuance RMO 35-2010 Frequency/Deadline of Submission As the need arises Administrative Order Nos. 103, 110 & 126 Monthly/Every 10th day of the month Reference Issuance Gov't Acctng. & Auditing Manual Vol 1 Sec. 490 Not later than January 31 Memorandum dated March 5, 2013 signed by DCIR Celia King and Letter from the Resident Ombudsman dated Feb. 26, 2013 Every 5th of January and July Remarks For monitoring and liquidation of accountable forms For consolidation and submission to the Department of Energy (DOE) Consolidated MVTA Report to be submitted to the Office of the Resident Ombudsman ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Report Description of Report 3. Shipping Document for Forms - Transit Invoice (TI) - BIR form No. 30.07 - Requisition and Issue Slip (RIS) 4. Acknowledgment Receipt for Equipment (ARE) shipped to the Regional Monthly Report on Posting in the PHILGEPS and BIR Websites Post Closing Trial Balance Pre-Closing Trial Balance Pre-Closing Trial Balance To be Submitted Reference Issuance To By Property Division AHRMD NGAS Frequency/Deadline of Submission Remarks Within five (5) days from receipt of BIR Forms Memorandum dated May 7, 2013 by DCIR Celia C. King Request for supplies and materials that are carried on stock Acknowledegement of receipt of property and equipment for official use from the Property Office Report prepared by by all Regional offices which includes the Annual Procurement Plan, Invitation to Bid, Notice of Award and Notice to Proceed Property Division Administrative and Human Resource Management Division (AHMRD) Procurement Division/ Administrative Service Administrative and Human Resource Management Division (AHMRD) Accounting Division Finance Division Accounting Division Accounting Division NGAS Within five (5) days from receipt of Equipment/IRP Memorandum dated May 7, 2013 by DCIR Celia C. King Memorandum dated June 24, 2013 by DCIR Celia C. King Monthly COA Circular No. 2002-002 dated ANNUALLY/on or before the 20th June 18, 2002 day of January of the following year For consolidation and submission to COA and DBM COA Circular No. 2002-002 dated ANNUALLY/on of before the 20th June 18, 2002 day of January of the following year For consolidation and submission to COA and DBM Finance Division Finance Division COA Circular No. 2002-002 dated June 18, 2002 QUARTERLY/on or before the 5th day of the month following the quarter For consolidation and submission to COA ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Report Financial Statements: Description of Report To be Submitted Reference Issuance To By Accounting Division Finance Division Frequency/Deadline of Submission COA Circular No. 2002-002 dated ANNUALLY/on or before the 20th June 18, 2002 day of January of the following year Balance Sheet Statement of Income and Expenses Remarks For consolidation and submission to COA Statement of Cash Flows Statement of Government Entity Financial Statements: Accounting Division Finance Division Accounting Division Finance Division Balance Sheet Statement of Income and Expenses Statement of Cash Flows Statement of Government Entity Notes to Financial Statements COA Circular No. 2002-002 dated June 18, 2002 QUARTERLY/on or before the 5th day of the month following the quarter COA Circular No. 2002-002 dated ANNUALLY/on or before the 20th June 18, 2002 day of January of the following year Analysis of Account 653 Accounting Division Analysis of Account 651 (Subsidy Income from National Government) BUDGET EXECUTION DOCUMENTS (BEDs) For consolidation and submission to COA For reconciliation Finance Division (Subsidy from Central Office) For consolidation and submission to COA MONTHLY/ on or before the 5th day of the following month Accounting Division For reconciliation Finance Division MONTHLY/ on or before the 5th day of the following month ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Report Financial Plan (FP) – BED No. 1 Monthly Disbursement Program (MDP) – BED No. 3 Description of Report Estimated Obligation program of the budget year broken down by quarter, and current year’s obligations including estimates for the last quarter. To be Submitted To By Budget Division Finance Division Reference Issuance Projected monthly disbursement requirements by type of disbursement authority (e.g., NCA, CDC, NCAA, and TRA). Budget Division Finance Division NBC No. 550 dated October 29, 2013 Finance Division COA-DBM Joint Circular No. 20141, dated July 2, 2014 NBC No. 550 dated October 29, 2013 Frequency/Deadline Remarks of Submission Annual/Not later than November For consolidation and 15 of each year and subsequent submission to DBM Circulars that may be issued for the purpose. Annual/Not later than November For consolidation and 15 of each year and subsequent submission to DBM Circulars that may be issued for the purpose. FINANCIAL ACCOUNTABILITY REPORTS (FARs) Statement of Appropriations, Allotments, Obligations, Disbursements and Balances (SAAODB) – FAR No. 1 This shall reflect the authorized Budget Division appropriations and adjustments, total allotments Accounting Division received including transfers/adjustments, total obligations, total disbursements and the balances of unreleased appropriations, uobligated allotments and unpaid obligations by fund cluster, allotment class, PAP/MFO and by Major Programs/project (identify by KRA) Quarterly/ Every 10th day after the end of each quarter For consolidation and submission to DBM, COA and both Houses of Congress ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Description of To be Submitted Report Report To By Summary of Appropriations, This shall be prepared by Fund Budget Division Finance Division Allotments, Obligations, Cluster and shall reflect the Disbursements and Balances by summary of appropropriations, Accounting Division Object of Expenditures (SAAODBOE) allotments, obligations, - FAR No. 1-A disbursements and balances detailed by object of expenditures. List of Allotments and SubAllotments (LASA) - FAR No. 1-B Aging of Due and Demandable Obligations (ADDO) - FAR No. 3 This report shall reflect the allotments released by the DBM and the sub-allotments issued by the Agency Central Office, their correponding numbers, date of issuance, and amounts by allotment class and by Fund Cluster. The total allotments per this report should be equal to the total allotments appearing in the SAAODB (FAR No. 1) Budget Division This report shall be prepared Budget Division by Fund Cluster and shall reflect the balance of unpaid Accounting Division obligations as indicated in the Obligation Request and the aging of due and demandable obligations of year-end Reference Issuance COA-DBM Joint Circular No. 20141, dated July 2, 2014 Frequency/Deadline of Submission Quarterly/ Every 10th day after the end of each quarter Remarks For consolidation and submittion to DBM, COA and both Houses of Congress Finance Division COA-DBM Joint Circular No. 20141, dated July 2, 2014 Quarterly/ Every 10th day after the end of each quarter For consolidation and submission to DBM, COA and both Houses of Congress Finance Division COA-DBM Joint Circular No. 20141, dated July 2, 2014 Quarterly/ Every 10th day after the end of each quarter For consolidation and submittion to DBM, COA and both Houses of Congress ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Report Monthly Report of Disbursements (MRD) - FAR No. 4 Description of To be Submitted Report To By This report shall reflect the Accounting Division Finance Division total disbursements made by department, office or agency and operating unit by Fund Cluster. Reference Issuance Frequency/Deadline Remarks of Submission COA-DBM Joint Circular No. 2014Monthly/ For consolidation and 1, dated July 2, 2014 every 5th day the following month submission to DBM The report shall tract the actual disbursement of the department/agencies against their Disbursement Program. The reasons for over or under spending shall be indicated. Monthly Financial Performance Report (MFPR) This shall reflect the status of Budget Division budget utilization (allotments vs obligations) as well Accounting Division disbursements rate (obligations vs disbursement) Finance Division Unnumbered Memorandum of DBM Secretary Florencio B. Abad, dated July 27, 2011 Monthly/ Every 5th day of the following month. For consolidation and submission to DBM and DOF Monthly Status of Fund Report (MSFR) This shall reflect the total allotments received including transfers/adjustments, total obligations, and balances by fund cluster, Object of Expenditures, PAP/MFO Budget Division Finance Division Unnumbered Memorandum of ACIR Z. Chang, dated January 14, 2008. Monthly/ Every 5th day of the following month. For consolidation for submission to top management Personnel Division AHRMD Updated Current Personnel Strength (CPS) Memorandum dated January 12, Monthly/For Offices under NO - on 2005 signed by OIC-DCIR Norma or before 10th day of every Lipana month/For Offices under RO - on or before the 15th day of every month ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Report Certified List of Employees of employees who have submitted/not submitted their Statement of Assets, Liabilities and Networth (SALN) with Accomplished SALN forms Description of Report To be Submitted To By Personnel Division AHRMD Reference Issuance RA 6713 and CSC Resolution No. 06-0231 Frequency/Deadline of Submission Annually/On or before 30th day of April Summary Report of Attendance (SRA) Personnel Division AHRMD RMO 28-2008 Monthly/For Offices under NO - on or before 10th day of every month/For Offices under RO - on or before the 15th day of every month Supplemental Summary Report of Attendance Personnel Division AHRMD RMO 28-2008 Monthly/2 weeks after submission of SRA a.) For new recruits: 201 file Personnel Division which includes photocopy of appointment, report for duty, oath of office, SALN and Personal Data Sheets (PDS) AHRMD CSC Resoultion No 973681 dated Aug. 28, 1997 Monthly/Every 15th day of succeeding month AHRMD Memorandum dated Feb. 1, 2010 Monthly/On or before 15th day of by the Chief, Personnel Division; the succeeding month Memorandum dated Aug 28, 2007 of the Chief, Personnel Division Submission of Report on Appointments Issued (RAI) with attachments b.) For promotion: photocopy of appointment , report for duty and PDS Regional Recruitment Status Report This report inludes the ff: List Personnel Division of Qualified/Not qualified Applicants, List of Interviewed Applicants, List of Hired Applicants, List of Applicants not Slected by the Board, List of Applicnts who withdrew their application Remarks ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Report Promotable List Summary of Performance Ratings in Alphabetical and Force-Ranked List/Performance Management Forms (PMFs)/HRIS PM DLWBs Description of Report To be Submitted To By Personnel Division AHRMD Reference Issuance RMO 10-1996 Frequency/Deadline of Submission Semestral/On or before 15th day of the succeeding month Personnel Division AHRMD RMO 29-2004; Memorandum dated January 3, 2011 of the ACIR, HRDS Report on the result of Exit Personnel Division questionnaire/survey - as a feedback mechanism from internal stakeholders (BIR officials & employees who will be separated from service by reason of retirement/resignation etc.) to serve as guide/basis in the improvement of the services of the Bureau. AHRMD RMO 29-2006 Monthly/On or before 15th day of the succeeding month Regional List of Employees who availed Monetization of Leave Credits for the year/Employees who filed disapproved forced leave Personnel Division AHRMD RMO 28-2208 Annually/On or before 15th day of January of the following year Regional report of Separation of employees Personnel Division AHRMD RMO 28-2208 Monthly/On or before 15th day of the following month List of employees in the regions entitled to longevity / loyalty for the year Personnel Division AHRMD Regional Exit Survey Tally Sheets Remarks Semestral/On or before 31st day of The report for 2nd semester the month following the semester should still include 1st semester ratings for PIB grant purposes Memorandum dated June 8, 2009 Annually/On or before 15th day of signed by ACIR, HRDS January of the current year For validation purposes ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Report Regional Compliance Report on RTAOs/RSO/RRTAOs issued Description of To be Submitted Report To By a.) Did not comply with issued Personnel Division AHRMD orders Reference Issuance Memorandum dated Nov. 10, 2008 of DCIR Celia C. kIng; Memorandum dated Nov. 9, 2010 of DCIR Celia C. King Frequency/Deadline of Submission Monthly/On the 5th day of the following month Remarks b.) Complied with issued orders(attached the following:acknowledgement receipt, report for duty, and required clearances) Report re: roster of personnel who have qualified to a local or foreign assisted training Personnel Division AHRMD CSC MC No. 14 s. 1999; RMO No. 45-2000 Quarterly/Every 15th day of the month Regional Gender and Development (GAD) Annual Plan and Budget This is an annual GAD Plan and Budget per region to be submitted to PCW thru DOF Training Management Division Administrative and Human Resource Management Division RMO 6-2009 Annually, November For consolidation Regional GAD Accomplishment Report This is an annual GAD Accomplishment Report per region to be submitted to PCW thru DOF Training Management Division Administrative and Human Resource Management Division RMO 6-2009 Annually, November For consolidation Regional Report on Study Leave Privileges This is a monthly report submitted by Regional Offices for monitoring of service obligation of study leave grantees in their region Training Management Division Administrative and Human Resource Management Division Memorandum dated January 17, Quarterly, on or before 10th day of 2003 every quarter For TMD file ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Report Description of Report Regional Report on Training Issuance Dissemination This report contains the list of Training Issuances received by Regional Offices thru fax from TMD Training Calendar (TC) The Training Calendar contains the training programs/courses and schedules of training conducts which the region plants to conduct during the year. To be Submitted Reference Issuance To By Training Management Division Administrative and Human Resource Management Division Training Delivery Division Human Resource Management (HRM) Section thru Assistant Regional Director Memorandum dated September 8, 2008 In conformity with OIC-DCIR, RMG, Norma L. Lipana's memo dated Oct. 5, 2005 as well as ACIR Leonor S. Villalon-Rogers memo dated January 2, 2006 re: training reports Frequency/Deadline of Submission Quarterly, not later than 5th day of the month following the end of each quarter Due every 20th of January Remarks For TMD file For validation of the office's Annual Performance Evaluation/KPI relative to training RMO No. 30 - 2013 dated Sept. 11, 2013 re: Prescribing the Office Performance Evaluation Process pursuant to implementation of RMO No. 9 - 2013 Prescribing the CY 2013 Operational Key Performance Indicators (KPIs) Training Completion Report (TCR) A report of every completed training conduct which includes : • Documentation • Revenue Special Order of participants/ Resource Speakers • Summary of Attendance • Photocopy of actual Daily Attendance Sheet Training Delivery Division Human Resource Management (HRM) Section thru Assistant Regional Director - do - Due five (5) days after each training conduct For inclusion/update of training database of BIR personnel For validation of the office's annual performance evaluation/KPI relative to training ANNEX "A" REPORTS REQUIRED TO BE SUBMITTED BY THE REGIONAL OFFICES TO THE SERVICES / DIVISIONS UNDER THE RESOURCE MANAGEMENT GROUP (RMG) Name of Report Monthly Accomplishment Report (MAR) BIR Personnel Training Database Update (Individual or office) Description of Report A report of the monthly accomplishment of the regional offices which includes all activities and projects accomplished by the region relative to training of BIR personnel only. Note: (External training/s not included To be Submitted To By Training Delivery Human Resource Division Management (HRM) Section thru Assistant Regional Director A form accomplished by an individual or an office to indicate trainings conducted/ attended but not forwarded by concerned office/s to TDD Training Delivery Division Reference Issuance - do - Frequency/Deadline of Submission Due every 5th day of the following month Remarks For inclusion in the Training Delivery Division's Monthly Accomplishment Report and the BIR Annual Report For validation of the office's annual performance evaluation/KPI relative to training BIR personnel who attended ● Invitational local and foreign trainings ● Offices which conducted in-house, outsourced/ vendor-delivered trainings for the bureau Memorandum dated 21 March 2014 signed by DCIR-RMG As the need arises for those who have not submitted training reports conducted/attended before 2014 and onwards which have not been forwarded to TDD for inclusion in the training database To update training database of BIR personnel to ensure that the learning and development intervention will directly contribute to the attainment of competencybased and consistent quality training
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