citizen’s charter dilg - car | official blog site · pdf file5/11/2012 ·...
TRANSCRIPT
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
NOTE: SERVICES ARE FREE OF CHARGE
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
PD/CD’S Indorsement
Approved leave of absence
Affidavit of no pending
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
NOTE: SERVICES ARE FREE OF CHARGE
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
NOTE: SERVICES ARE FREE OF CHARGE
REQUIRED DOCUMENTS STEPS DURA-
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
RD’s instruction 5 mins.
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
REQUIRED DOCUMENTS STEPS DURA-
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
REQUIRED DOCUMENTS STEPS DURA-
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
RD’s instruction 5 mins.
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
NOTE: SERVICES ARE FREE OF CHARGE
REQUIRED DOCUMENTS STEPS DURA-
TION
DIV./Unit/
Person
Responsible
1. Individual Program of
Works (IPW) and Annual
Works Program
Receiving /recording of
documents
5 mins. FAD/Records
Section
RD’s instruction 5 mins.
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
NOTE: SERVICES ARE FREE OF CHARGE
Issuance of Certificate of Employment and
Compensation/ Remittances/Service Record
OUTPUT : Certificate of Employment and
Compensation/ Remittances/Service Record
REQUIRED DOCUMENTS STEPS DURA-
TION
DIV./Unit/
Person
Responsible
1. Request (either
oral or written)
Receiving /recording of
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
REQUIRED DOCUMENTS STEPS DURA-
TION
DIV./Unit/ Person
Responsible
For official travel:
Letter request for authority
to travel
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 FOU
DTI Indorsement (for Trade
and Investment Purposes)
Receiving/Review
of submitted
documents
15 mins. FAD/Records
Section
RD’s instruction 5 mins.
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
REQUIRED DOCUMENTS STEPS DURA-
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
and certify availability
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
and certify availability
of allotment
10 mins. FAD/Budget
Section
Receiving/recording
and certify availability
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
REQUIRED DOCUMENTS STEPS DURA-
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
REQUIRED DOCUMENTS STEPS DURA-
TION
DIV./Unit/
Person
Responsible
1. Request (either
oral or written)
Receiving /recording of
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