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ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


PAYMENT for SUPPLIES AND MATERIALS
(with amount of less than 1k)

Payee:
School Acvitity:
Amount:
Check No.

No. Required Documents Date REMARKS


Disbursement Voucher
1 photo copy of check
2 Approved Purchase Request
3 Sales Invoice/ Official Receipt
4 Inspection and Acceptance Report
ANAYAN ES

CHECKLIST OF SUPPORTING DOCUMENTS


PROCUREMENT OF GOODS-ALTERNATIVE MODE ADOPTED

Supplier:
Items/Goods Purchased:
Program/Activity/Purpose:
Duration:
Amount:
Check No:

No. Documents Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Certification that the items/goods are included in the
approved APP-certified by the Supply Officer
and verified by the BAC Sec.
3 Approved Purchase Request
-date, number, other required data indicated
- duly stamped received by the BAC Secretariat
4 Activity/Project Proposal-if applicable
-date of preparation indicated
-duly certified by the end-user/coordinator
-approved by SDS if the amount is 50K and above or ASDS
if the amount is below 50K
-duly stamped received by the BAC Secretariat
5 Agency Procurement Request -
stamped " no stock available" or "not included in
price list"
6 BAC Resolution No.:____________
-recommending the approval of the adoption of the
alternative mode of procurement
7 Three Requests for Quotations (RfQ)-
7.a 1. RfQ of :_______________________
7.b 2. RfQ of:_______________________
7.c 3. RfQ of:_______________________
8 Abstract of Quotations and Award
- duly dated
-duly certified by the BAC
- declaration of the supplier with the lowest
quotation, indicated
9 Approved Purchase Order
-duly stamped received by COA
- date, number, delivery terms, etc. indicated
-duly stamped received by the supplier
-conformed/signed by Supplier, over printed name
10 Proof of PhilGEPS Posting if amount exceeds P50K
10.a 1. RFQ
10.b 2. Resolution to Award (RTA)

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10.c 3. Notice of Award (NOA)
10.d 4. Purchase Order or Contract
10.e 5. Notice to Proceed (NTP)
11 Delivery Receipt
-dated
-with itemized listings of the goods
- with printed name and signature of the Dep ED
official who received the items
12 Inspection and Acceptance Report
-date, number, etc. -indicated
-with itemized listing of the goods
13 Requisition & Issue Slip (RIS)
14 Picture of items purchased located in the school storage room
for purchase of office supplies
15 Official receipt/Sales invoice No:__________
16 BIR Withholding Tax Form- from sources (2306 and 2307)
ADDITIONAL REQUIREMENTS

FOR SEMI-EXPENDABLE ITEMS


(costing below P15,000)
17 Approved Project Proposal
18 Inventory Custodian Slip
19 Picture of semi-expendable items purchased

FOR SHIRTS/SPORTS UNIFORMS -


20 Specifications of the shirts/uniforms showing the color,
design, kind of letterings and other specifications
(this should be indicated in the PR)
21 Colored drawings or colored print-outs of the shirt/uniform
22 Certified distribution list of the t shirts/uniforms with the
following columnar headings: a) name, b) designation/
sports event, c) description/kind of uniform received,
d) quantity of item received, e) date received, f) signature

FOR CATERING SERVICE


23 Menu plan to be served for the entire duration of the
24 activity on a daily basis (this should be indicated in the PR and RFQ)
25 Daily inspection report indicating the actual set of menu served
26 Certified daily attendance sheet indicating the time in and
time out of attendees

FOR MEDICINES
27 License to Operate of the Drug Distributor
28 Certificates of Product Registrations of the medicines

FOR IDs
29 Certification from the Registrar/Admin Officer/Advisers as
to the number of enrollees

30 SUPPLIER'S LEGAL DOCUMENTS:


For Small Value Procurement:

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Mayors Permit or BIR Certificate of Registration
Philgeps Registration Number
Income and Business Tax Returns (if amount exceeds P500K)
Omnibus Sworn Statement (if amount exceeds P50K)

For Shopping:
Mayor’s/Business Permit
Philgeps number

Submitted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper

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PTED

REMARKS

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LY A. MIRANDA

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(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS


PROCUREMENT OF GOODS FROM PS-DBM

Supplier:
Items/Goods Purchased:
Program/Activity/Purpose:
Duration:
Amount:
Check No:

No. Documents Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Certification that the items/goods are included in the
approved APP-certified by the Supply Officer
and verified by the BAC Sec.
3 Agency Procurement Request -
4 Approved Purchase Order
-duly stamped received by COA
- date, number, delivery terms, etc. indicated
-duly stamped received by the DBM-PS
-duly conformed/signed by the DBM-PS
5 Delivery Receipt
-dated
-with itemized listings of the goods
- with printed name and signature of the Dep ED
official who received the items
6 Inspection and Acceptance Report
-date, number, etc. -indicated
-with itemized listing of the goods
7 Official receipt No:__________
8 Requisition & Issue Slip (RIS)
9 Inventory Custodian Slip (ICS) for non-consumable
supplies or small equipment
10 Picture of supplies/materials purchased located in the
school storage room

Submitted by: Verified by:

(School Head) (Bookkeeper)


ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


FUEL/GRASS CUTTING

Payee:
Duration of labor worked:
Amount:
Check No:

No. Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Approved Pruchase Request
3 Certification that the items/goods are included in the
approved APP- certified by the Supply Officer
and BAC Sec.
4 Inspection and Acceptance Report
5 Official receipt of the gasoline
6 Official receipt of 2T oil, if applicable

Submtted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper
ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


LABOR/GRASS CUTTING

Payee:
Duration of labor worked:
Amount:
Check No:

No. Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Approved Purchase Request
3 Pre and Post Inspection Report
4 Pictures taken before, during and after the grass
cutting were made (taken same position/angle/place)
5 Accomplishment report of the laborer
- signed by the laborer
-certified by the School Head
-specific date/s and areas where the grass cutting
were made, duly indicated

Dates Areas No. of Liters Used

6 RER
-amounts in words and in figures written by payee
7 ID or CTC of the laborer

Submtted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper
ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


HAULING EXPENSES

Payee:
Goods/items hauled
Amount:
Check No:

No. Date REMARKS


If the amount is 1K or above:
Disbursement Voucher
1 Photo copy of the check
2 Approved Purchase Request
3 BAC Resolution No.:____________
-recommending the approval of the adoption of the
alternative mode of procurement
Three Requests for Quotations (RfQ)-
4.a 1. RfQ of :_______________________
4.b 2. RfQ of:_______________________
4.c 3. RfQ of:_______________________
5 Abstract of Quotations and Award
-duly dated
-duly certified by the BAC
-declaration of the supplier with the lowest quotation
specifically indicated
6 Contract
-duly stamped received by COA
- date, number, delivery terms, etc. indicated
-duly atamped received by the supplier
7 Inspection and Acceptance Report
8 Official receipt, if any or RER
9 Photo copy of the Driver's License
10 Photo copy of the LTO registration
of the vehicle
11 Certified list of the items/goods hauled, showing their
quantities that warranted the hauling thereof
signed by the hired driver
12 Picture of hauled items situated inside the hired vehicle

If the amount is below 1K (for short-distance hauling,


upland and/or not passable roads)
Disbursement Voucher
1 Photo copy of the check
2 RER
-amounts in words and in figures written by payee
3 Accomplishment Report
4 Picture of hauled items

Submtted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper
ANAYAN ELEMENTARY SCHOOL

REPAIRS AND MAINTENANCE OF BUILDINGS


(materials only)

Supplier:
Items/Goods Purchased:
Type of building repaired/maintained;
Check No:
Amount:

No. Documents Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Certification that the items/goods are included in the
approved APP- certified by the Supply Officer
and verified by the BAC Secretariat
3 Approved Purchase Request
-date, number, other required data indicated
- duly stamped received by the BAC Secretariat
4 Approved Program of Work
5 BAC Resolution No.:____________
-recommending the approval of the adoption of the
alternative mode of procurement
Three Requests for Quotations (RfQ)-
6.a 1. RfQ of :_______________________
6.b 2. RfQ of:_______________________
6.c 3. RfQ of:_______________________
7 Abstract of Quotations and Award
-duly dated
-duly certified by the BAC
-declaration of the supplier with the lowest quotation
specifically indicated
8 Approved Purchase Order
-duly stamped received by COA
- date, number, delivery terms, etc. indicated
-duly atamped received by the supplier
-conformed/signed by Supplier, over printed name
9 Proof of PhilGEPS Posting if amount exceeds P50K
9.a 1. RFQ
9.b 2. Notice of Award (NOA)
9.c 3. Notice to Proceed (NTP)
9.d 4. Purchase Order or Contract
10 Delivery Receipts DR NO:________
-dated
-printed name and signature of the official who
received the items indicated
-with itemized listing of the procured goods

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11 Inspection and Acceptance Report
-date, number, etc. -indicated
-with the itemized listing of the goods
12 official receipt/sales invoices of supplier No:_____
13 BIR Withholding Tax Form-from Sources (2306 and 2307)
14 Report of Waste Materials
-specific action as to disposal of the waste materials
duly indicated (If waste/scrap materials reported in RWM
are re-used such as fence, extension etc. attach pictures

15 SUPPLIER'S LEGAL DOCUMENTS:


For Small Value Procurement:
Mayors Permit or BIR Certificate of Registration
Philgeps Registration Number
Income and Business Tax Returns (if amount exceeds P500K)
Omnibus Sworn Statement (if amount exceeds P50K)

Submitted by: Verified by:

MARICEL O. ALFORTE MARY LOVELY A. MIRANDA


School Head Bookkeeper

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CHECKLIST OF SUPPORTING DOCUMENTS
REPAIRS AND MAINTENANCE OF SCHOOL BUILDINGS & FACILITIES
(LABOR)

Payee:
Duration of labor worked:
Type of Building/Facility repaired/maintained:
Check No:
Amount:

No. Documents Date REMARKS


IF THE AMOUNT IS ABOVE 3K
Disbursement Voucher
1 Photo copy of the check
2 Certification - as to inclusion in the approved APP
3 Copy of the approved Program of Work (POW)
4 Approved Purchase Request
5 BAC Resolution -recommending the adoption of
alternative mode of procurement
6 Three Requests for Quotations (RfQ)
6.a RfQ 1 ______________________
6.b RfQ 2 ______________________
6.c RfQ 3_______________________
7 Abstract of Quotations and Award
-duly dated
-duly certified by the BAC
-with the declaration of the laborer with the
lowest quotation
8 Pakyaw Contract
-specific name of project indicated
-specific dates of the number of labor works duly indicated
-amount of labor cost indicated
-notarized on or before the 1st day of labor work
9 Labor Payroll (for 2 or more laborers)
10 Pre and Post Inspection Report-Division PFU Coordinator
11 Certificate of Acceptance of the School Head
12 Pictures taken before, during and after repair
(taken in the same position/angle)
13 ID or CTC of the laborer

IF THE AMOUNT IS BELOW 3K (petty repairs)


Same requirement as above except:
- POW no longer required
- pre and post inspection report - School Facilities in-charge

Submitted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper
(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS


REPAIR/MAINTENANCE-EQUIPMENT

Supplier:
Equipment repaired/maintained:
Check No:
Amount:

No. Documents Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Approved Purchase Request
-date, number, other required data indicated
- duly stamped received by the BAC Secretariat
3 Copy of the Inventory Custodian Slip/ARE
4 Certification from the Property Custodian/Supply
Officer of the cause/s of the damages that will
warrant repair/maintenance
5 BAC Resolution No.:____________
-recommending the approval of the adoption of the
alternative mode of procurement
Three Requests for Quotations (RfQ)-
6.a 1. RfQ of :_______________________
6.b 2. RfQ of:_______________________
6.c 3. RfQ of:_______________________
7 Abstract of Quotations and Award
-duly dated
-duly certified by the BAC
-declaration of the supplier with the lowest quotation
specifically indicated
8 Approved Purchase Order
-duly stamped received by COA
- date, number, delivery terms, etc. indicated
-duly atamped received by the supplier
9 Official receipt
10 BIR Withholding Tax Form-from Sources (2306 and 2307)
11 Report of Waste Materials
-specific action as to disposal of the waste materials
duly indicated
12 Pre and Post Inspection Inspection Report
13 Warranty
14 LEGAL DOCUMENTS:
For Small Value Procurement
Mayor’s/Business Permit
Philgeps number
Income and Business Tax Returns
Omnibus Sworn Statement

Submitted by: Verified by:

(School Head) (Bookkeeper)


ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


REIMBURSEMENT OF TRAVELING/TRAINING EXPENSES

Payee:
Position/Designation:
Purpose of Travel:
Duration of Travel:
Amount:
Check No:

No. Required Documents Date REMARKS


Disbursement Voucher
1 duplicate copy of check
2 Original copy of the letter of invitation
of host/sponsoring agency/organization
3 Memorandum from SDS (if applicable)
4 Travel Order
5 Approved Itinerary of Travel
6 Certificate of Travel Completed
7 Original copy of Certificate of Appearance
with original initial of the activity coordinator
8 Official receipt for the registration fee
9 Office receipt for the hotel accomodation
if lodging cost exceeds P400.00
10 certification from the School Head as to
the absolute necessity of the cost of the
hotel accommodation if the lodging cost
exceeded the ₱ 400.00 cost per day
11 Passenger copies of the bus/van tickets
12 paper/electronic plane tickets
13 boarding pass
14 terminal fee tickets
15 RER for taxi fare, motorboat, habal-habal

Affidavit of loss shall not be considered as appropriate replacement.

Submitted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


PAYMENT OF ELECTRIC BILL

Payee:
Consumption Period/Billed Period:
Amount:
Check No:

No. Required Documents Date REMARKS


Disbursement Voucher
1 duplicate copy of check
2 Statement of Account
3 Official Receipt
4 BIR Withholding Tax Form-from Sources (2306/ 2307)

Submitted by: Verified by:

MARICEL O. ALFORTE MARY LOVELY A. MIRANDA


School Head Bookkeeper
(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS


PAYMENT OF WATER CONSUMPTION BILL

Payee:
Consumption Period/Billed Period:
Amount:
Check No:

No. Required Documents Date REMARKS


Disbursement Voucher
1 duplicate copy of check
2 Statement of Account
3 Official Receipt
4 BIR Withholding Tax Form-from Sources (2306/ 2307)

Submitted by: Verified by:

(School Head) (Bookkeeper)


ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


PAYMENT OF POSTPAID INTERNET/ MOBILE PHONE

Payee:
Consumption Period/Billed Period:
Amount:
Check No:

No. Required Documents Date REMARKS


Disbursement Voucher
1 duplicate copy of check
2 Statement of Account
3 Official Receipt

Submitted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper
ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


PAYMENT OF PREPAID INTERNET/ MOBILE PHONE

Payee:
Consumption Period/Billed Period:
Amount:
Check No:

No. Required Documents Date REMARKS


Disbursement Voucher
1 Duplicate copy of check
2 Official Receipt
3 Actual used card

Submitted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper
(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS


PAYMENT OF JANITORIAL/SECURITY SERVICES

Payee:
Pay Period:
Amount:
Check No:

No. Required Documents Date Remarks


Disbursement Voucher
1 photo copy of check

For janitorial/ security services-


2 Job Order contract
3 Accomplishment report prepared and
signed by the laborer and verified by
the School Head - specifying the area
and rooms cleaned, and the dates
4 DTR
5 RER
-amounts in words and in figures written by payee

For General Services -


(procured on some cases only, such as
cutting of tree branches after typhoon,
removal of debris after typhoon, etc.)
1 Disbursement Voucher
2 photo copy of check
3 Purchase Request
4 Accomplishment Report
5 RER
-amounts in words and in figures written by payee

Submitted by: Verified by:

(School Head) (Bookkeeper)


ANAYAN ES

CHECKLIST OF SUPPORTING DOCUMENTS


PAYMENT OF TELEPHONE BILLS

Payee:
Billed period;
Amount:
Check No:

No. Required Documents Date REMARKS


Disbursement Voucher
1 duplicate copy of check
2 Statement of Account
3 Official receipt of telephone company
4 Certification by the Head Agency that all
National Direct Dial (NDD), natural
operator assisted calls and international
assisted calls are offcials calls

Submitted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper
ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


PAYMENT - TARPAULIN

Payee:
School Acvitity:
Amount:
Check No.

No. Required Documents Date REMARKS


If the amount is below 1K
Disbursement Voucher
1 photo copy of check
2 Approved Purchase Request indicating
the school activity where the tarpaulin
will be used.
3 Official Receipt
4 Picture of the tarpaulin

If the amount is 1K or above:


Will follow the same procedure on regular
procurement process

Submitted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper
ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


FIDELITY BOND

Payee:
Amount:
Check No:
Effectivity date of the bond:
Risk No.
Amount of the bond:

No. Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Confirmation letter (if available)
3 Authority to Accept Payment (ATAP)
4 Validated bank deposit

Submtted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper
ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


NOTARIAL FEES

Payee:
Amount:
Check No:

No. Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Approved Purchase Request
3 Official receipt of the notary official/lawyer
4 Photo copy of the document notarized

Submtted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper
ANAYAN ES

CHECKLIST OF SUPPORTING DOCUMENTS


REIMBURSEMENT-PHOTO COPYING OF DOCUMENTS

Payee:
Amount:
Check No:

No. DOCUMENTS Date REMARKS


IF THE AMOUNT IS 1,000 AND BELOW
Disbursement Voucher
1 Photo copy of the check
2 Certification that the items/goods are included in the
approved APP-certified by the Supply Officer
and verified by the BAC Sec.
3 Approved Purchase Request
-date, number, other required data indicated
- duly stamped received by the BAC Secretariat
- description, no. of pages & copies duly indicated
4 Inspection and Acceptance Report
- duly dated
-quantities of test papers per subject-indicated
5 Official receipts OR No:_________
6 BIR Withholding Tax Form-from Sources (2306/ 2307)
7 Distribution list duly received by subject teachers/advisers

IF THE AMOUNT IS MORE THAN P1,000.00

8 BAC Resolution No.:____________


-recommending the approval of the adoption of the
alternative mode of procurement
9 Three Requests for Quotations (RfQ)-
9.a 1. RfQ of :_______________________
9.b 2. RfQ of:_______________________
9.c 3. RfQ of:_______________________
10 Abstract of Quotations and Award
-duly dated
-duly certified by the BAC
-declaration of the supplier with the lowest quotation
specifically indicated
11 Approved Purchase Order
-duly stamped received by COA
- date, number, delivery terms, etc. indicated
-duly atamped received by the supplier
-conformed/signed by Supplier, over printed name

12 LEGAL DOCUMENTS:
For Small Value Procurement
Mayor’s/Business Permit
Philgeps number
Income and Business Tax Returns
Omnibus Sworn Statement

Submtted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA

Page 27 of 42
ANAYAN ELEMENTARY SCHOOL

CHECKLIST OF SUPPORTING DOCUMENTS


SBFP SY 2018-2019

Payee:
Amount:
SBFP feeding period:
Check No:

No. DOCUMENTS Date REMARKS


GENERAL REQUIREMENTS
1 Copy of the Work and Financial Plan approved by the
School Head
2 Copy of the Project Procurement Management Plan
(PPMP) approved by the School Head
3 Copy of the Annual Procurement Plan
(APP) approved by the School Head
4 Cycle Menu for the 120 feeding days, consisting of iron-
fortified rice and viand, approved by the SBFP Core Group
and noted by the assigned nurse in the district
5 Masterlist of Beneficiaries (SBFP From 1), approved by
the School Head
6 SBFP Form 3-SBFP Summary of Beneficiaries and Start
of Feeding
7 SBFP Form 4 (daily attendance and monitoring of
nutritional status of the children/beneficiaries

OPTION 1 (LOTS 1-3)


8 Disbursement Voucher
9 Photo copy of the check
10 Approved Purchase Request
-date, number, other required data indicated
- duly stamped received by the BAC Secretariat
11 BAC Resolution No.:____________
-recommending the approval of the adoption of the
alternative mode of procurement
13 Three Requests For Quotations (RFQ)
1. RFQ of ___________________
2. RFQ of ___________________
3. RFQ of ___________________
14 Abstract of Quotations and Award
15 BAC Resolution to Award
16 Approved Purchase Order with delivery schedule
17 Proof of PhilGEPS Posting if amount per lot exceeds P50K
10.a 1. RFQ
10.b 2. Resolution to Award (RTA)
10.c 3. Notice of Award (NOA)
10.d 4. Purchase Order or Contract
10.e 5. Notice to Proceed (NTP)
18 Delivery Receipt
19 Daily inspection and acceptance report, showing in one
column- the menu for the day based on the Cycle Menu;
another column- the actual menu prepared/cooked; and
last column, the reasons for the change of menu
20 Sales Invoices
21 BIR Withholding Tax Form-from Sources (2306 and 2307)
22 Pictures taken before, during and after feeding and the
goods procured (daily)
23 Designation of the SBFP Core Group signed by the School head
24 SUPPLIER'S LEGAL DOCUMENTS:
Mayors Permit or BIR Certificate of Registration
Philgeps Registration Number
Income and Business Tax Returns (if amount exceeds P500K)
Omnibus Sworn Statement (if amount exceeds P50K)

OPTION 2 (LOTS 1 & 3) DAILY PURCHASE


1 Disbursement Voucher
2 Photo copy of the check
3 Approved Purchase Request
4 Daily Purchases Report
5 Summary of daily purchases
6 Sales Invoices, if applicable or list of items purchased signed by the vendor/
seller/peddler over printed name
7 Pictures taken before, during and after feeding and the
goods procured (daily)

OPTION 2 (LOT 2)
same requirements as Option 1 above

HIRED COOK
Disbursement Voucher
Photo copy of the check
Approved Purchase Request
Accomplishment Report
RER
ID or CTC of cook

HAULING
If the amount is below 1K (for short-distance hauling,
upland and/or not passable roads)
Disbursement Voucher
1 Photo copy of the check
2 RER
-amounts in words and in figures written by payee
3 Accomplishment Report
4 Picture of hauled items

FUEL/ DRINKING WATER/ OFFICE SUPPLIES


(if amount is less than 1K)
Disbursement Voucher
1 Photo copy of check
2 Approved Purchase Request
3 Sales Invoice/ Official Receipt
4 Inspection and Acceptance Report

IF AMOUNT IS 1K AND ABOVE:


same documentary requirements for Alternative mode of procurement

Submitted by: Verified by:


MARICEL O. ALFORTE MARY LOVELY A. MIRANDA
School Head Bookkeeper
REMARKS
A. MIRANDA
eper
(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS


GULAYAN SA PAARALAN 2016-2017

Payee:
Amount:
Check No:

No. DOCUMENTS Date REMARKS

Disbursement Voucher
1 Photo copy of the check
2 Project Proposal
3 School Profile (GPP Form 1) received by the SDO
4 Approved Purchase Request
5 BAC Resolution recommending adoption of alternative
mode of procurement
6 Three Requests For Quotations (RFQ)
6.a 1. RFQ of __________________
6.b 2. RFQ of __________________
6.c 3. RFQ of __________________
7 Abstract of Quotations and Award
8 Approved Purchase Order
9 Inspection and Acceptance Report
10 Official receipt/sales invoices of supplier
11 Pictures taken, before, during and after (taken same position/angle)
(including pictures of the tools procured)
12 Inventory Custodian Slip (ICS), if applicable
13 GPP Terminal Report (GPP Form 2) received by the SDO
14 Supplier's Legal Documents (Small value procurement):
1. Mayor’s/Business Permit
2. PhilGEPS Registration Number
3. Income/Business Tax Return
4. Omnibus Sworn Statement

Submitted by: Verified by:

(School Head) (Bookkeeper)


REMARKS
(Name of School)
CHECKLIST OF SUPPORTING DOCUMENTS
TEMPORARY LEARNING SPACE
(materials only)

Supplier:
Items/Goods Purchased:
Check No:
Amount:

No. Documents Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Supplemental Procurement Plan
3 Activity Proposal - c/o Division Office PFU
4 Approved POW- c/o Division Office PFU
5 Location Map (where the TLS will be constructed)
6 Approved Purchase Request
-date, number, other required data indicated
- duly stamped received by the BAC Secretariat
7 BAC Resolution No.:____________
-recommending the approval of the adoption of the
alternative mode of procurement
8 Three Requests for Quotations (RfQ)-
1. RfQ of :_______________________
2. RfQ of:_______________________
3. RfQ of:_______________________
9 Abstract of Quotations and Award
-duly dated
-duly certified by the BAC
-declaration of the supplier with the lowest quotation
specifically indicated
10 Approved Purchase Order
-duly stamped received by COA
- date, number, delivery terms, etc. indicated
-duly atamped received by the supplier
11 Delivery Receipts DR NO:________
-dated
-printed name and signature of the official who
received the items indicated
-with itemized listing of the procured goods
12 Inspection and Acceptance Report
-date, number, etc. -indicated
-with the itemized listing of the goods
13 BIR Withholding Tax Form-from Sources (2306 and 2307)
14 Official receipt/sales invoices of supplier No:_____

Verified by:

(Bookkeeper)
(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS


LABOR-TEMPORARY LEARNING SPACE

Payee:
Duration of labor worked:
Check No:
Amount:

No. Documents Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Supplemental Procurement Plan
3 Copy of the approved Program of Work (POW)
4 Approved Purchase Request
5 BAC Resolution -recommending the adoption of
alternative mode of procurement
6 Three Requests for Quotations (RfQ)
RfQ 1 ______________________
RfQ 2 ______________________
RfQ 3_______________________
7 Abstract of Quotations and Award
-duly dated
-duly certified by the BAC
-with the declaration of the laborer with the
lowest quotation
8 Purchase Order/Pakyaw Contract
9 Labor Payroll ( for 2 or more laborers)
10 Pre and Post Inspection Report
11 Certificate of Acceptance of the School Head
12 Pictures taken before, during and after
(taken in the same position/angle)

Verified by:

(Bookkeeper)
CHECKLIST OF SUPPORTING DOCUMENTS
CLEAN UP

Payee:
Pay Period:
Amount:
Check No:

No. Required Documents Date Remarks


For General Services -
(procured on some cases only, such as
cutting of tree branches after typhoon,
removal of debris after typhoon, etc.)
Disbursement Voucher
1 Photo copy of the check
2 Purchase Request
3 Accomplishment Report
4 RER
5 Pictures before, during, after (same angle)
(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS


PROCUREMENT OF CAPITAL OUTLAY
(for selected schools only)

Supplier:
Items/Goods Purchased:
Program/Activity/Purpose:
Duration:
Amount:
Check No:

No. Documents Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Activity Proposal approved by SDS
3 Approved Purchase Request
-with complete specifications, no reference to brand
names, indicate the end user/who requested the item
to be purchased
-date, number, other required data indicated
- duly stamped received by the BAC Secretariat
4 Supplemental Procurement Plan
5 BAC Resolution No.:____________
-recommending the approval of the adoption of the
alternative mode of procurement
6 Three Requests for Quotations (RfQ)-
6.a 1. RfQ of :_______________________
6.b 2. RfQ of:_______________________
6.c 3. RfQ of:_______________________
7 Abstract of Quotations and Award
- duly dated
-duly certified by the BAC
- declaration of the supplier with the lowest
quotation, indicated
8 Approved Purchase Order
-duly stamped received by COA
- date, number, delivery terms, etc. indicated
-duly stamped received by the supplier
9 Delivery Receipt
-dated
-with itemized listings of the goods
- with printed name and signature of the Dep ED
official who received the items
10 Inspection and Acceptance Report
-date, number, etc. -indicated
-with itemized listing of the goods
11 Sale invoices No:__________
12 Property Acknowledgement Receipt (PAR) issued
by the Division Supply Office
13 Picture of the item purchased with Property Tag
14 Supplier's Legal Documents
- Mayor's Permit
-DTI/SEC
-Registration Certification
15 BIR Withholding Tax Form-from Sources

Submitted by: Verified by:

(School Head) (Bookkeeper)


(Name of School)

CHECKLIST OF SUPPORTING DOCUMENTS


SURVEY OF SCHOOL SITE

Supplier:
Program/Activity/Purpose:
Duration:
Amount:
Check No:

No. Documents Date REMARKS


Disbursement Voucher
1 Photo copy of the check
2 Certification that the items/goods are included in the
approved APP-certified by the Supply Officer
and verified by the BAC Sec.
3 Approved Purchase Request
-date, number, other required data indicated
- duly stamped received by the BAC Secretariat
4 Activity Proposal-if applicable
-date of preparation indicated
-duly certified by the end-user/coordinator
-duly stamped received by the BAC Secretariat
5 BAC Resolution No.:____________
-recommending the approval of the adoption of the
alternative mode of procurement
6 Three Requests for Quotations (RfQ)-
1. RfQ of :_______________________
2. RfQ of:_______________________
3. RfQ of:_______________________
7 Abstract of Quotations and Award
- duly dated
-duly certified by the BAC
- declaration of the supplier with the lowest
quotation, indicated
8 Approved Purchase Order/ Contract
-duly stamped received by COA
- date, number, delivery terms, etc. indicated
-duly stamped received by the supplier
9 License of geodetic engineer
10 Copy of output/lot plan/site development plan
11 Inspection and Acceptance Report
-date, number, etc. -indicated
-with itemized listing of the goods
12 Official receipt No:__________
13 BIR Withholding Tax Form-from Sources

Submitted by: Verified by:

(School Head) (Bookkeeper)

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