Department of Education, Region VI - Western Visayas, Division of Capiz

DOCUMENT TRACKING SYSTEM

 
 
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Schools Division of Capiz

Citizen's Charter

  • DOWNLOADING OF MOOE FUNDS TO SCHOOL
    Schedule of Availability of Service:
    Monday – Friday 8:00 am – 5:00 pm no noon break

    Who May Avail of the Service?
    Officials/employees at the Division/School levels.

    What are the Requirements?

    • (1) Approved RCA with original signature
    • (1) Bond Confirmation/ATAP
    • (1) Certification that the Previous Cash Advance has been liquidated.

    Duration:
    47 minutes (under normal circumstances)

    How to avail of the Service?
    STEPACTIVITYFORMDURATIONPERSON IN-CHARGE
    1Checks the validity and completeness of the documetns and veracity of the claim.Checklist5 minsPersons in charge for the downloading of MOOE Funds to schools
    2Receives. if the set of documents completere, or returns, if not complete.None2 minsPersons in charge for the downloading of MOOE Funds to schools
    3Records and forwards the set of documents to Budget Section for issuance of ORaS.None2 minsPersons in charge for the downloading of MOOE Funds to school
    4Receives and records the set of documents from Budget Section.None1 minResyl Mirasol
    Elementary Schools

    Josephine Manuel
    Junior & Senior High School

    Ma. Liza Cortez
    Junior, Senior High School, Integrated School

    Cerilo Villagracia
    Senior High School

    Marjorie F. Gerapusco
    Senior High School
    5Prepares Disbursement VouchersDV15 minsResyl Mirasol

    Josephine Manuel

    Ma. Liza Cortez

    Cerelo Villagracia

    Marjorie F. Gerapusco
    6Records and forwards the set of documents to ASDS Office for SignatureNone3 minsResyl Mirasol

    Josephine Manuel

    Ma. Liza Cortez

    Cerelo Villagracia

    Marjorie F. Gerapusco
    7Receives, records and files the set of documents from ASDS OfficeNone5 minsResyl Mirasol

    Josephine Manuel

    Ma. Liza Cortez

    Cerelo Villagracia

    Marjorie F. Gerapusco
    8Forwards the set of documents for pre-numberingNone1 minResyl Mirasol

    Josephine Manuel

    Ma. Liza Cortez

    Cerelo Villagracia

    Marjorie F. Gerapusco
    9Receives the set of documents, assigns control number in the DV, files the pre-numbered DV and forwards to the Accountant for review and signature Disbursement Voucher control number5 minsMa. Liza Cortez
    10Reviews and certifies as to availability of cash, and the completeness of the set of documentsNone2 minsAtty. Benjie B. Doce
    11Forwards the set of documents for recording and stamping of facsimile signature.None1 minAtty. Benjie B. Doce
    12Receives and records the set of documents and forwards the same to SDS Office for review and approval.None5 minsRitche Eribal
    END OF TRANSACTION

  • GRANTING OF CASH ADVANCE FOR PAYMENT OF SALARY AND OTHER PERSONNEL BENEFITS CLAIM
    Schedule of Availability of Service:
    Monday – Friday 8:00 am – 5:00 pm no noon break

    Who May Avail of the Service?
    Officers/employees at the regional level inclusive of officials/employees at the Division/School levels.

    What are the Requirements?

    • Regular Salary
      1. (5) Disbursement Voucher
      2. (1) Certificate of previous cash advance has been liquidated
      3. (1) ORAS
      4. (5) Payroll
      5. (1) Approved Daily Time Record (DTR)
      6. LBP Account Number
    • Other Bonuses and Allowances
      1. (5) Disbursement Voucher
      2. (1) Certificate of previous cash advance has been liquidated
      3. (1) ORAS
      4. (5) Payroll
      5. (1) Approved Daily Time Record (DTR)
      6. LBP Account Number

    Duration:
    30 minutes (under normal circumstances)

    How to avail of the Service?
    STEPACTIVITYFORMDURATIONPERSON IN-CHARGE
    1Checks the validity and completeness of the set of supporting documents and veracity of the claimChecklist10 minsGwendolyn B. Hortillas
    (Junior High School Non-IUs & IS)
    2Receives, if the set of documents is complete, or returns, if not complete.None2 mins
    3Records the transaction to Subsdiary LedgerSubsidiary Ledger3 mins
    4Files Disbursement Voucher and forwards the set of documents for pre-numberingNone2 mins
    5Receives the set of documents, assigns control number in the Disbursement Voucher, files the pre-numbered Disbursement Voucher and forwards to the Accountant for review and signature.Disbursement Voucher control number5 minsMa. Liza D. Cortez
    6Reviews and certifies as to availability of cash, and the completeness of the set of documentsNone2 minsAtty. Benjie B. Doce
    7Forwards the set of documents for recording and stamping of facsimile signature.None1 minAtty. Benjie B. Doce
    8Receives and records the set of documents and forwards the same to SDS Office for review and approval.None5 minsRitche A. Eribal
    END OF TRANSACTION

  • GRANTING OF CASH ADVANCE AND REIMBURSEMENT OF TRAVEL CLAIMS

    Schedule of Availability of Service:
    Monday – Friday
    8:00 am – 5:00 pm no noon break

    Who May Avail of the Service?
    Officers/employees at the regional level inclusive of officials/employees at the Division/School levels.

    What are the Requirements?

    • (5) Disbursement Voucher
    • (1) ORAS
    • (5) Payroll (If Applicable)
    • (1) Approved Appendix A (For Cash Advances)
    • (1) Approved Appendix A & B (For Reimbursement)
    • Approved Authority to Travel
    • (1) Photocopy of Memorandum/Letter/Order (If applicable)
    • (1) Certification of Expense not requiring Receipts (if applicable)
    • (1) Paper/Electronic Plane Ticket (If Applicable)
    • (1) Boat Ticket (If Applicable)
    • (1) Bus Ticket (If Applicable)
    • (1) Boarding Pass (If Applicable)
    • (1) Terminal Fee (If Applicable)
    • (1) Electronic Plane Ticket (If Applicable)
    • (1) Official Receipt for Registration Fee (if applicable)
    • (1) Taxi Official Receipt if More Than Php 75.00 (if applicable)

    Duration:
    39 minutes (under normal circumstances)

    How to avail of the Service?
    STEPACTIVITYFORMDURATIONPERSON IN-CHARGE
    1Receives and checks the validity and completeness of supporting documents and veracity of claimsChecklist15 minsMark Louie Ortencio
    2Receives & records if complete the sets of documents , or return if not complete to the concerned unitsNone5 minsMark Louie Ortencio
    3Records in the monthly calendar of the travel claims the travel dates & if applicable, post in the subsidiary ledger of the concerned personnelMonthly Calendar of Travel Claims

    Subsidiary Ledger (If applicable)
    5 minsMark Louie Ortencio
    4Files Disburement Voucher Forwards the DV for pre-numberingNone1 minMark Louie Ortencio
    5Receives the set of documents, assigns control number in the DV, files the pre-numbered DV and forwards to the Accountant for review and signature .None5 minsMa. Liza Cortez
    6Reviews and certifies as to availability of cash, and the completeness of the set of documentsNone2 minsAtty. Benjie B. Doce
    7Forwards the set of documents for recording and stamping of facsimile signature.None1 minAtty. Benjie B. Doce
    8Receives and records the set of documents and forwards the same to SDS Office for review and approval.None5 minsRitche Eribal
    END OF TRANSACTION

  • GRANTING OF CASH ADVANCE FOR MOBILE LOAD ALLOWANCE OF DIVISION PERSONNEL, PAYMENT OF CONTRACT OF SERVICE AND REIMBURSEMENT OF EXPENSE PAID

    Schedule of Availability of Service:
    Monday – Friday
    8:00 am – 5:00 pm no noon break

    Who May Avail of the Service?
    Officers/employees at the regional level inclusive of officials/employees at the Division/School levels.

    What are the Requirements?

    • (5) Disbursement Voucher
    • (1) ORAS
    • Additional requirement for Mobile Load Allowance
      1. (5) Payroll
    • Additional requirement for Payment of Contract Services
      1. (1) Approved & Notarized MOA
      2. (1) DTR
      3. (1) CA for travel (if applicable)
      4. (1) Form 6 (if applicable)
    • Other supporting documents relative to reimbursement of expenses paid

    Duration:
    39 minutes (under normal circumstances)

    How to avail of the Service?
    STEPACTIVITYFORMDURATIONPERSON IN-CHARGE
    1Receives and checks the validity and completeness of supporting documents and veracity of claimsChecklist15 minsJody Alcazaren
    (Cash advance for Load Allowance & Reimbursement of Expenses Paid)

    Maybeth Bayhon
    (Payment of Contract of Service)
    2Receives & records if complete the sets of documents , or return if not complete to the concerned unitsNone10 minsJody Alcazaren

    Marybeth Bayhon
    3Files Disburement Voucher Forwards the DV for pre-numberingNone1 minJody Alcazaren

    Marybeth Bayhon
    4Receives the set of documents, assigns control number in the DV, files the pre-numbered DV and forwards to the Accountant for review and signature. Disbursement Voucher control number5 minsMa. Liza Cortez
    5Reviews and certifies as to availability of cash, and the completeness of the set of documentsNone2 minsAtty. Benjie B. Doce
    6Forwards the set of documents for recording and stamping of facsimile signature.None1 minAtty. Benjie B. Doce
    7Receives and records the set of documents and forwards the same to SDS Office for review and approval.None5 minsRitche Eribal
    END OF TRANSACTION

  • PAYMENT OF TERMINAL LEAVE, OVERTIME PAY AND RATA

    Schedule of Availability of Service:
    Monday – Friday
    8:00 am – 5:00 pm no noon break

    Who May Avail of the Service?
    Officers/employees at the regional level inclusive of officials/employees at the Division/School levels.

    What are the Requirements?

    • Terminal Leave
      1. (5) Disbursement Voucher
      2. (1) ORAS
      3. (1) List of Actual Retirees to be Paid (LARP)
      4. (1) Photocopy of Notice of Cash Allocation (NCA)
      5. (1) Report covering the computation of terminal leave
      6. (1) Civil Service Form 6 and Certificate of Leave Credits
      7. (1) Service Record
      8. (1) Copy of Latest Appointment
      9. (1) Notice of Salary Adjustment (NOSA), if applicable
      10. (1) Notice of Step Increment (NOSI), if applicable
      11. (1) Approved Retirement Application
      12. LBP Account Number
    • Additional requirements in case of death of claimant
      1. (1) Death Certificate authenticated by NSO
      2. (1) Marriage Contract authenticated by NSO (if applicable)
      3. (1) Affidavit of survivorship
      4. (1) Birth certificates of all surviving legal heirs authenticated by NSO
      5. (1) Special Power of Attorney of the person designated by the heirs to process the claim
      6. (1) Waiver of rights of children 18 years old and above
    • Representation and Travel Allowance (RATA)
      1. (5) Disbursement Voucher
      2. (1) ORAS
      3. (1) Certification as to leave of absences from Regional Office (for SDS)
      4. (1) Certification as to leave of absences signed by SDS (for ASDS)
      5. (1) Photocopy of Approved Daily Time Record (DTR) (for Chiefs)
      6. (1) Certification as to no vehicle assigned

    Duration:
    27 minutes (under normal circumstances)

    How to avail of the Service?
    STEPACTIVITYFORMDURATIONPERSON IN-CHARGE
    1 Checks the validity and completeness of the set of supporting documents and veracity of the claimChecklist10 minsMa. Liza D. Cortez
    (Terminal Leave)

    Kristie Gargoles
    (Overtime)

    Kristie Gargoles
    (RATA)
    2Receives, if the set of documents is complete, or returns, if not complete.None2 minsMa. Liza D. Cortez
    (Terminal Leave)

    Kristie Gargoles
    (Overtime & RATA)
    3Files Disbursement Voucher and forwards the set of documents for pre-numberingNone2 minsMa. Liza D. Cortez
    (Terminal Leave)

    Kristie Gargoles
    (Overtime & RATA)
    4Receives the set of documents, assigns control number in the Disbursement Voucher, files the pre-numbered Disbursement Voucher and forwards to the Accountant for review and signature . Disbursement Voucher control number5 minsMa. Liza D. Cortez
    5Reviews and certifies as to availability of cash, and completeness of the set of documentsNone2 minsAtty. Benjie B. Doce
    6Forwards the set of documents for recording and stamping of facsimile signature.None1 minAtty. Benjie B. Doce
    7Receives and records the set of documents and forwards the same to SDS Office for review and approval.None5 minsRitche A. Eribal
    END OF TRANSACTION

  • PAYMENT OF SALARY AND OTHER PERSONNEL BENEFITS CLAIM

    Schedule of Availability of Service:
    Monday – Friday
    8:00 am – 5:00 pm no noon break

    Who May Avail of the Service?
    Students/Graduates of elementary and secondary schools in the region

    What are the Requirements?

    • Terminal Leave
      1. (5) Disbursement Voucher
      2. (1) ORAS
      3. (1) List of Actual Retirees to be Paid (LARP)
      4. (1) Photocopy of Notice of Cash Allocation (NCA)
      5. (1) Report covering the computation of terminal leave
      6. (1) Civil Service Form 6 and Certificate of Leave Credits
      7. (1) Service Record
      8. (1) Copy of Latest Appointment
      9. (1) Notice of Salary Adjustment (NOSA), if applicable
      10. (1) Notice of Step Increment (NOSI), if applicable
      11. (1) Approved Retirement Application
      12. LBP Account Number
    • Additional requirements in case of death of claimant
      1. (1) Death Certificate authenticated by NSO
      2. (1) Marriage Contract authenticated by NSO (if applicable)
      3. (1) Affidavit of survivorship
      4. (1) Birth certificates of all surviving legal heirs authenticated by NSO
      5. (1) Special Power of Attorney of the person designated by the heirs to process the claim
      6. (1) Waiver of rights of children 18 years old and above
    • Representation and Travel Allowance (RATA)
      1. (5) Disbursement Voucher
      2. (1) ORAS
      3. (1) Certification as to leave of absences from Regional Office (for SDS)
      4. (1) Certification as to leave of absences signed by SDS (for ASDS)
      5. (1) Photocopy of Approved Daily Time Record (DTR) (for Chiefs)
      6. (1) Certification as to no vehicle assigned

    Duration:
    37 minutes (under normal condition)

    How to avail of the Service?
    STEPACTIVITYFORMDURATIONPERSON IN-CHARGE
    1Checks the validity and completeness of the set of supporting documents and veracity of the claimChecklist10 minsDarwin D. Brillo
    (Elementary)

    Gwendolyn B. Hortillas
    (Junior High School Non-IUs & Integrated School)

    Melissa B. Bolido
    (Senior High School)
    2Receives, if the set of documents is complete, or returns, if not complete.None2 minsDarwin D. Brillo
    (Elementary)

    Gwendolyn B. Hortillas
    (Junior High School Non-IUs & Integrated School)

    Melissa B. Bolido
    (Senior High School)
    3Records the transaction to Database of paymentsDatabase of payments10 minsDarwin D. Brillo
    (Elementary)

    Gwendolyn B. Hortillas
    (Junior High School Non-IUs & Integrated School)

    Melissa B. Bolido
    (Senior High School)
    4Files Disbursement Voucher and forwards the set of documents for pre-numberingDisbursement Voucher control number2 minsDarwin D. Brillo
    (Elementary)

    Gwendolyn B. Hortillas
    (Junior High School Non-IUs & Integrated School)

    Melissa B. Bolido
    (Senior High School)
    5Receives the set of documents, assigns control number in the Disbursement Voucher, files the pre-numbered Disbursement Voucher and forwards to the Accountant for review and signature. Disbursement Voucher control number5 minsMa. Liza D. Cortez
    6Reviews and certifies as to availability of cash, and the completeness of the set of documentsNone2 minsAtty. Benjie B. Doce
    7Forwards the set of documents for recording and stamping of facsimile signature.None1 minAtty. Benjie B. Doce
    8Receives and records the set of documents and forwards the same to SDS Office for review and approval.None5 minsRitche A. Eribal
    END OF TRANSACTION with Client

  • PAYMENT FOR GOODS AND SERVICES

    Schedule of Availability of Service:
    Monday-Friday
    8:00 am – 5:00 pm without noon break

    Who may avail of the Service:
    Any person may file an administrative complaint against any DepEd Official or Employee at the Regional Office or against any teaching personnel within Region 2.

    What are the Requirements:

    • (5) Disbursement Voucher
    • (1) ORAS
    • (1)Statement of Account/Billing Statement/ Charge Invoice
    • Additional requirements for payment of Telephone Expense
      1. (1) Requisition & Issuance Slip (RIS)
      2. (1) Purchase Request (PR)
      3. (1) Canvass - 3 Suppliers
      4. (1) Abstract of Bids
      5. (1) Purchase Order
      6. (1) Approved Proposed Budget, In Case of Trainings
      7. (1) PhilGEPS Documents
      8. (1) Inspection & Acceptance Report (IAR)
      9. (1) Certificate of Acceptance
      10. (1) Certificate of Final Acceptance
      11. (1) Attendance Sheet (if applicable)
      12. (1) Memorandum (if applicable)
    • Addditional Requirements for payment of goods
      1. (1) Delivery Receipt
      2. (1) Certificate of Completion Of Deliveries
      3. (1) Certificate of Tax Exemption (For Coop Business)
    • Additional Requirements for payment of Telephone Expense
      1. (1) Certification from the Deparment Head that all calls made were official calls

    Duration:
    50 minutes

    How to avail of the Service:
    STEPACTIVITYFORMDURATIONPERSON IN-CHARGE
    1Receives and checks the validity and completeness of supporting documents and veracity of claimsChecklist15 minsMarybeth Bayhon
    All Other External Creditors Except Payment for Telephone & Internet Expense

    Jody Alcazaren
    Payment for Telephone & Internet Expense
    2Receives & records if complete the sets of documents , or return if not complete to the concerned unitsNone1 minMarybeth Bayhon

    Jody Alcazaren
    3Files copy of DV if complete and forward to the In-Charge for the preparation of BIR Forms. If not, return to concerned unit.None10 minsMarybeth Bayhon

    Jody Alcazaren
    4Prepares and attach BIR FormsBIR form 2306 & 230710 minsMay Dela Cruz
    5Files Disburement Voucher Forwards the DV for pre-numberingNone1 minMay Dela Cruz
    6Receives the set of documents, assigns control number in the DV, files the pre-numbered DV and forwards to the Accountant for review and signature .None5 minsMa. Liza Cortez
    7Reviews and certifies as to availability of cash, and the completeness of the set of documentsNone2 minsAtty. Benjie B. Doce
    8Forwards the set of documents for recording and stamping of facsimile signature.None1 minAtty. Benjie B. Doce
    9Receives and records the set of documents and forwards the same to SDS Office for review and approval.None5 minsRitche Eribal
    END OF TRANSACTION

  • LIQUIDATION OF JUNIOR AND SENIOR HIGH SCHOOL MOOE

    Schedule of Availability of Service:
    Monday-Friday
    8:00 am – 5:00 pm without noon break

    Who may avail of the Service:

    • Disbursement Voucher
    • Liquidation Report
    • Check Disbursement Record
    • Approved Request Cash Advance
    • Supporting Documents per expenses (As per checklist) in 3 sets

    Duration:
    203 minutes

    How to avail of the Service:
    STEPACTIVITYFORMDURATIONPERSON IN-CHARGE
    1Checks supporting documents of MOOE liquidation.Checklist30-180 minsJosephine T. Manuel

    Ma. Liza D. Cortez

    Cerelo A. Villagracia
    2Receives and records, if complete, the liquidation documents or if not complete returns, to the concerned School Head.None2 minsJosephine T. Manuel

    Ma. Liza D. Cortez

    Cerelo A. Villagracia
    3Assigns and records liquidation report Control Number.2 minsJosephine T. Manuel

    Ma. Liza D. Cortez

    Cerelo A. Villagracia
    4Prepares Journal Entry Voucher and forwards to Accountant for review and signatureNone5 minsJosephine T. Manuel

    Ma. Liza D. Cortez

    Cerelo A. Villagracia
    5Reviews and signs the Journal Entry Voucher and returns the same to in-charge. None2 minsAtty. Benjie B. Doce
    6ReceIves, records and forwards liquIdation documents of the school to Schools Division Superintendent for signature.None2 minsJosephine T. Manuel

    Ma. Liza D. Cortez

    Cerelo A. Villagracia
    7Receives and records liquidation documents of the school.None2 minsJosephine T. Manuel

    Ma. Liza D. Cortez

    Cerelo A. Villagracia
    8Prepares Certification that the previous cash advance has been liquidated and transmittal to Commission on Audit and forwards to Accountant for Signature.None3 minsJosephine T. Manuel

    Ma. Liza D. Cortez

    Cerelo A. Villagracia
    9Signs the Certification and transmittal and returns to the person in-charge.None2 minsAtty. Benjie B. Doce
    10Receives and transmits the liquidation documents to Commission on Audit.None2 minsJosephine T. Manuel

    Ma. Liza D. Cortez

    Cerelo A. Villagracia
    11Informs the School Head to receive the copy of certification that the previous cash advance has been liquidated.None1 minJosephine T. Manuel

    Ma. Liza D. Cortez

    Cerelo A. Villagracia
    END OF TRANSACTION

  • LIQUIDATION OF ELEMENTARY SCHOOL MOOE

    Schedule of Availability of Service:
    Monday-Friday, 8:00 am – 5:00 pm, no noon break

    Who may avail of the Service?
    Students or Graduates of Public/Private Elementary and Secondary Schools in the Region

    What are the requirements?

    • Disbursement Voucher
    • Liquidation Report
    • Check Disbursement Record
    • Approved Request Cash Advance
    • Supporting Documents per expenses (As per checklist) in 3 sets

    Duration:
    145 minutes

    How to avail of the Service:
    STEPACTIVITYFORMDURATIONPERSON IN-CHARGE
    1Checks the validity, completeness, and veracity of the set of document of SchoolsNone120 minsPersons in charge for the checking of MOOE Liquidation
    2Receives and records, if complete, the liquidation documents or if not complete returns, to the concerned School Head.None2 minsPersons in charge for the checking of MOOE Liquidation
    3Prepares Journal Entry Voucher JEV5 minsPersons in charge for the checking of MOOE Liquidation
    4Prepare Ceritification that the Previous Cash Advance has been liquidated & update subsidiary ledgerCeritification that the Previous Cash Advance has been liquidated

    Subsidiary Ledger
    5 minsPersons in charge for the checking of MOOE Liquidation
    5Forwards to In-charge for recording & pre-numbering of Liquidation ReportNone1 minPersons in charge for the checking of MOOE Liquidation
    6Receives, records and assigns liquidation report Control Number and forward to Accountant for review & signatureNone3 minsElmer Tamayo
    7Reviews and signs the Journal Entry Voucher, Cash Disbursement, Liquidation Report, and Certification that the Previous Cash Advance has been Liquidated None2 minsAtty. Benjie B. Doce
    8Forwards MOOE Liquidation Report together with the Certification that the Previous Cash Advance has been Liquidation to person in chargeNone1 minAtty. Benjie B. Doce
    9Detaches & returns the Certification that the Previous Cash Advance has been Liquidated to concerned ADAS III & forward the MOOE Liquidation to SDS Office for SignatureNone1 minElmer Tamayo
    10Receives the set of documents from SDS OfficeNone1 minRitche Eribal
    11Files Journal Entry Voucher & prepares transmittal to Commission on Audit and forwards to Accountant for SignatureTransmittal Letter2 minsRitche Eribal
    12Signs the Certification and transmittal and returns to the person in-chargeNone1 minAtty. Benjie B. Doce
    13Receives and transmits the liquidation documents to Commission on AuditNone1 minRitche Eribal
    END OF TRANSACTION

Pursuant to Republic Act No. 9485, which is “An Act to Improve Efficiency in the Delivery of Government Services to the Public by Reducing Bureaucratic Red Tape, Preventing Graft and Corruption, and Providing Penalties Therefor” otherwise known as the “Anti-Red Tape Act of 2007”, the Undersecretary for Legal and Legislative Affairs respectfully recommends for adoption by the Department of Education the herein DepEd Citizen’s Charter.