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NATIONAL TRANSMISSION
CORPORATION
CITIZEN’S CHARTER
2019 (4th Edition)
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NATIONAL TRANSMISSION
CORPORATION
CITIZEN’S CHARTER
2019 (4th Edition)
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I. Mandate:
As owner of the transmission assets, the new TransCo is mandated with five key responsibilities:
Protect national government’s interests by ensuring NGCP’s compliance with the terms and conditions of the Concession Agreement and the policies of the Department of Energy;
Handle all existing cases, including right-of-way and claims which accrued prior to the turnover date (January 15, 2009);
Divest remaining sub-transmission assets to technically and financially qualified electric distributors nationwide;
Undertake the operation, maintenance, consultancy and other technical services for the Philippine Economic Zone Authority (PEZA); and
Administer the Feed-in-Tariff Allowance Fund for renewable energy generators.
II. Vision:
We are a highly valued and essential pillar of the power industry. We embody excellence, professionalism and integrity in carrying out our mandated roles and responsibilities in partnership with all stakeholders
III. Mission:
As the owner of the nation’s power transmission assets, we protect the interest of the Filipino people by overseeing the proper operation, maintenance, upgrading and expansion of the transmission system by the concessionaire, thereby contributing to the delivery of quality and reliable electricity to consumers.
IV. Service Pledge:
We, the officials and employees of the National Transmission Corporation (TRANSCO),
commit to:
T – reat each customer fairly;
R –espect all clients and provide good service;
A- ct promptly on all letters and requests;
N- urture good public relations with the customers;
S- erve the clients efficiently
C- reate a customer friendly environment; and
O- bserve strictly the laws, rules and regulations of the national government and the corporation.
TRANSCO’S PROFILE
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Head Office
External Services
SERVICE NAME Page
Number
RMSG-ARMPMD: VALIDATION OF DOCUMENTS FOR REAL PROPERTY TAX (RPT) ASSESSMENTS
12
RMSG-ARMPMD: REQUEST FOR PAYMENT OF REAL PROPERTY TAXES (RPT) 14
RMSG-HRAD-GSD: RECEIVING, RECORDING AND FORWARDING OF INCOMING AND OUTGOING COMMUNICATIONS
15
RMSG-HRAD-HRMDD: APPLICATION FOR STUDENT TRAINEESHIP 16
RMSG-HRAD-HRMDD: ISSUANCE OF CERTIFICATE OF REMITTANCES FOR FORMER EMPLOYEES
19
RMSG-HRAD-HRMDD: PROCESSING OF TERMINAL LEAVE BENEFITS 21
RMSG-HRAD-PMD: APPLICATION TO APPLY FOR ELIGIBILITY AND TO BID 23
RMSG-HRAD-PMD: ISSUANCE OF PURCHASE ORDER (PO)/CONTRACT 25
RMSG-FSD-FPTD: ACCEPTANCE OF PAYMENT 27
RMSG-FSD-FPTD: RELEASING OF CHECK PAYMENT - SUPPLIERS AND CONTRACTORS 29
RMSG-FSD-FPTD: RELEASING OF CHECK PAYMENT - LANDOWNERS/ROW CLAIMANTS 31
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 1: DEMAND LETTER FOR JUST COMPENSATION
33
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 2: VALIDATION OF SUBMITTED DOCUMENTS AND DATA GATHERING
35
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 3: DETERMINATION OF PROJECT LOCATION & AREA FOR VERIFICATION AND CONFIRMATION SURVEY
37
LIST OF SERVICES
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SERVICE NAME Page
Number
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 4: ESTABLISHMENT OF LAND VALUATION & ESTIMATE OF BUDGETARY REQUIREMENTS
39
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 5: PREPARATION, VERIFICATION & APPROVAL OF VALIDATION REPORT
41
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 6: NEGOTIATE PAYMENTS WITH PROJECT AFFECTED PERSON
42
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 7: REJECTION OF LETTER OFFER
43
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 8: ACCEPTANCE OF OFFER AND PROCESSING FOR PAYMENT OF JUST COMPENSATION
44
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 9: PROCESSING FOR THE ASSESSMENT AND PAYMENT OF TAXES
46
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 10: PROCESSING OF ISSUANCE OF CERTIFICATE AUTHORIZING REGISTRATION (CAR)
48
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 11: PROCESSING FOR THE ASSESSMENT AND PAYMENT OF REGISTRATION OF SALE
50
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 12: PROCESSING FOR THE REGISTRATION OF SALE
52
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 13: PROCESSING OF THE ISSUANCE OF NEW TAX DECLARATION IN THE NAME OF TRANSCO
54
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 14: PROCESSING OF FINAL PAYMENT
56
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 15: RELEASE OF FINAL PAYMENT OF JUST COMPENSATION
58
ROWLG-ROWMD: ROW PROCESS FOR CANCELLATION OF NATIONAL POWER CORPORATION (NPC)/ NATIONAL TRANSMISSION CORPORATION (TRANSCO) RIGHT-OF-WAY ANNOTATIONS
59
ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF RIGHT-OF-WAY DOCUMENTS 61
ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF TOWER RELOCATION 63
LIST OF SERVICES
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SERVICE NAME Page
Number
ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF PROPERTY SEGREGATION AND APPROVAL OF THE DEED OF PARTITION
65
ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF REIMBURSEMENT OF PERSONAL EXPENSES INCURRED IN TRANSFERRING OF CERTIFICATE OF TITLE IN THE NAME OF NATIONAL TRANSMISSION CORPORATION (TRANSCO)
67
ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF PROPERTY SUBDIVISION/ SEGREGATION/ CONSOLIDATION OF SUBSTATION AND OTHER RELATED FACILITIES
69
ROWLG-ROWMD: ROW PROCESS TO ENTER INTO A COMPROMISE AGREEMENT PHASE 1: REQUEST FOR VALIDATION OF COMPROMISE AGREEMENT
71
ROWLG-ROWMD: ROW PROCESS TO ENTER INTO A COMPROMISE AGREEMENT PHASE 2: PROCESSING FOR PAYMENT OF JUST COMPENSATION
72
TMG-SMD: DIVESTMENT OF SUB-TRANSMISSION ASSETS (STAS) 73
TMG-RAD-FFAD: EVALUATION/VALIDATION AND PROCESSING OF REVENUE CLAIMS OF FIT-ELIGIBLE RE DEVELOPERS
78
TMG-RAD-FFAD: EXECUTION OF THE RENEWABLE ENERGY PAYMENT AGREEMENT (REPA) BETWEEN TRANSCO AND FIT-ELIGIBLE RENEWABLE ENERGY DEVELOPER
81
TMG-UMD-AFAB: ELECTRIC POWER SERVICE CONNECTION 88
TMG-UMD-AFAB: PAYMENT OF POWER BILLS 90
LIST OF SERVICES
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Head Office
Internal Services
SERVICE NAME PAGE
NUMBER
OCS: ISSUANCE OF CERTIFIED COPIES OF BOARD RESOLUTIONS, BOARD INSTRUCTIONS, AND EXCERPTS OF THE MINUTES OF THE MEETINGS
92
OP-PSDD-CISITD: IS SUPPORT 94
OP-PSDD-CISITD: IT SUPPORT 96
RMSG-FSD-FPTD: PROCESSING OF PAYMENT THRU ISSUANCE OF CORPORATE CHECK
97
RMSG-FSD-FPTD: PROCESSING OF PAYMENT THRU ISSUANCE OF MANAGER’S CHECK (MC)
100
RMSG-FSD-FPTD: RELEASING OF CASH PAYMENT 103
RMSG-FSD-FPTD: RELEASING OF CHECK PAYMENT - EMPLOYEES 105
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – ADVERTISING AND PUBLICATION
107
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – AIRFARE, SUPPLIES AND EQUIPMENT SOURCED THRU DBM-PROCUREMENT SERVICE
109
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – ANNUAL PHYSICAL EXAMINATION/EXECUTIVE CHECK-UP
111
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – CONSULTING SERVICES
113
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – GENERAL SUPPORT SERVICES (JANITORIAL, SECURITY, MAINTENANCE, AND SIMILAR SERVICES)
115
LIST OF SERVICES
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SERVICE NAME PAGE
NUMBER
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – INFRASTRUCTURE
117
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – LIGHT AND WATER
119
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – OTHER SERVICES (APPLICATION FOR VARIOUS LICENSES, REGISTRATION FOR SEMINAR/CONVENTION AND OTHER EXTERNAL PROGRAMS)
121
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – PROCUREMENT OF GOODS (SUPPLIES, EQUIPMENT AND MOTOR VEHICLE)
123
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – REFUND OF BID BOND/BOND SECURITY/ PERFORMANCE BOND
125
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – REIMBURSEMENT OF MEALS AND OTHER MISCELLANEOUS EXPENSE
127
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – REIMBURSEMENT OF TUITION FEES/INCLUDING TERMINAL AND SEPARATION PAY
129
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – RENTAL CONTRACT FOR VENUE/ VEHICLE/ EQUIPMENT AND SIMILAR ACTIVITIES, AND REPAIR AND MAINTENANCE (EQUIPMENT AND MOTOR VEHICLES)
131
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – REVOLVING FUND/WORKING FUND (CASH ADVANCE, REPLENISHMENT AND LIQUIDATION)
133
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – ROW CLAIMS 135
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – SALARY, EMPLOYEE BENEFITS AND STATUTORY REMITTANCES
137
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – TELEPHONE, CELLPHONE AND CABLE CHARGES
139
RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – TRAVEL (CASH ADVANCE, LIQUIDATION AND REIMBURSEMENT)
141
LIST OF SERVICES
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SERVICE NAME PAGE
NUMBER
RMSG-HRAD-GSD: AVAILMENT OF TRANSCO DORMITORY ACCOMMODATION (CHECK-IN AND CHECK-OUT)
143
RMSG-HRAD-GSD: AVAILMENT OF TRANSPORTATION SERVICES 146
RMSG-HRAD-GSD: ISSUANCE OF WAREHOUSE REQUISITION SLIP (WRS) AND MATERIALS ISSUE VOUCHER (MIV)
147
RMSG-HRAD-HRMDD: FACILITATION OF EXECUTIVE CHECK-UP 148
RMSG-HRAD-HRMDD: FACILITATION OF PARTICIPATION IN LOCAL EXTERNAL TRAINING PROGRAMS
150
RMSG-HRAD-HRMDD: ISSUANCE OF CERTIFICATE OF INCOME AND EMPLOYMENT AND SERVICE RECORD
152
RMSG-HRAD-HRMDD: ISSUANCE OF CERTIFICATE OF LAST SALARY RECEIVED 153
RMSG-HRAD-HRMDD: ISSUANCE OF CERTIFICATE OF LEAVE CREDITS/LWOP 154
RMSG-HRAD-HRMDD: ISSUANCE OF CERTIFICATE OF REMITTANCES FOR ACTIVE EMPLOYEES
155
RMSG-HRAD-HRMDD: ISSUANCE OF NOTICE OF VACANCY 156
RMSG-HRAD-HRMDD: PROCESSING OF AUTHORITY TO TRAVEL ABROAD 158
RMSG-HRAD-HRMDD: PROCESSING OF CLAIM FOR FIRST SALARY 159
RMSG-HRAD-HRMDD: PROCESSING OF SALARY DIFFERENTIAL DUE TO PROMOTION AND/OR STEP ADJUSTMENT/INCREMENT
161
LIST OF SERVICES
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SERVICE NAME PAGE
NUMBER
RMSG-HRAD-HRMDD-PF: PROVIDENT FUND’S ISSUANCE OF CERTIFICATE OF EQUITY CONTRIBUTION
163
RMSG-HRAD-HRMDD-PF: PROVIDENT FUND’S ISSUANCE OF CERTIFICATE OF LOAN BALANCES
164
RMSG-HRAD-HRMDD-PF: PROVIDENT FUND’S ISSUANCE OF TRANSCO PROVIDENT FUND CLEARANCE
165
RMSG-HRAD-HRMDD-PF: PROVIDENT FUND’S LOAN APPROVAL 166
RMSG-HRAD-HRMDD-PF: PROVIDENT FUND’S WITHDRAWAL OF EQUITY CONTRIBUTIONS
168
RMSG-HRAD-PMD: PROCESSING OF GOODS / SERVICES THRU ALTERNATIVE METHOD OF PROCUREMENT FOR REQUIREMENTS NOT DELEGATED TO PMD/BAC SECRETARIAT (INCLUDING, BUT NOT LIMITED TO, DIRECT CONTRACTING, REPEAT ORDER, NEGOTIATED PROCUREMENT THRU TAKE-OVER OF CONTRACTS, ADJACENT/CONTIGUOUS, AGENCY-TO-AGENCY, SCIENTIFIC, SCHOLARLY OR ARTISTIC WORK, EXCLUSIVE TECHNOLOGY AND MEDIA SERVICES, AND HIGHLY TECHNICAL CONSULTANT)
170
RMSG-HRAD-PMD: PROCESSING OF GOODS / SERVICES THRU ALTERNATIVE METHODS OF PROCUREMENT FOR REQUIREMENTS DELEGATED TO PMD/BAC SECRETARIAT (INCLUDING, BUT NOT LIMITED TO, SHOPPING (UNFORESEEN, CONTINGENCY AND REGULAR) AND NEGOTIATED PROCUREMENT (EMERGENCY, SMALL VALUE PROCUREMENT, LEASE OF REAL PROPERTY AND VENUE)
174
RMSG-HRAD-PMD: PROCESSING OF GOODS / SERVICES THRU PUBLIC BIDDING 177
RMSG-OM-HRAD: ISSUANCE OF AUTHORITY TO DRIVE TRANSCO VEHICLES (ADTV) 181
RMSG-OM-HRAD: ISSUANCE OF TRANSCO IDENTIFICATION CARD 182
ROWLG-CLSD: LEGAL OPINION 184
LIST OF SERVICES
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SERVICE NAME PAGE
NUMBER
ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND EXECUTORY DECISION PHASE 1: REQUEST FOR VALIDATION OF FINAL AND EXECUTORY DECISION
185
ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND EXECUTORY DECISION PHASE 2: VALIDATION OF FINAL AND EXECUTORY DECISION
186
ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND EXECUTORY DECISION PHASE 3: DETERMINATION OF PROJECT LOCATION & AREA FOR VERIFICATION AND CONFIRMATION SURVEY
188
ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND EXECUTORY DECISION PHASE 4: PREPARATION, VERIFICATION & APPROVAL OF VALIDATION REPORT
189
ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND EXECUTORY DECISION PHASE 5: PROCESSING FOR PAYMENT OF JUST COMPENSATION
190
ROWLG-ROWMD: ROW PROCESS FOR PROVISIONAL DEPOSIT 191
ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 1: REQUEST FOR VALIDATION OF CASE FILED BY NAPOCOR, TRANSCO AND CLAIMANT
192
ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 2.A: RE-VALIDATION OF CASE FILED BY NAPOCOR, TRANSCO AND CLAIMANT
193
ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 2.B: VALIDATION OF CASE FILED BY NAPOCOR, TRANSCO AND CLAIMANT
195
ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 3: DETERMINATION OF PROJECT LOCATION & AREA FOR VERIFICATION AND CONFIRMATION SURVEY
197
ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 4: ESTABLISHMENT OF LAND VALUATION & ESTIMATE OF BUDGETARY REQUIREMENTS
199
ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 5: PREPARATION, VERIFICATION & APPROVAL OF VALIDATION REPORT
201
LIST OF SERVICES
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Head Office
External Services
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RMSG-ARMPMD: Validation of documents for Real Property Tax (RPT)
Assessments
The procedure covers the validation of RPT Billing Statement/ Statement of Account/Tax
Declaration from LGUs to ensure validity of claim.
Office or Division:
Asset Register Management and Property Monitoring Department
Classification: Simple
Type of Transaction:
G2G (Government to Government)
Who may avail: Local Government Units
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Updated and duly signed Billing Statement/ Statement of Account (1 original, reflecting the RPT computation per calendar year per property)
LGU - Municipal/City Treasurer’s Office
Tax Declaration with 10% Assessment Level (1 original or photocopy)
LGU - Municipal/City Assessor’s Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING
TIME
PERSON RESPONSIBLE
Submit the following to ARMPMD during working hours for initial verification/ validation:
• Statement of Account (SOA)
• Tax Declaration (TD) with 10% assessment level
• Other supporting documents issued by the LGU.
1. Receive the SOA, TD and other supporting documents issued by the LGU.
1.1. Verify completeness of the SOA, TD and other supporting documents.
1.2. Validate from turned over documents received from then TransCo O&M Finance, the following information:
1.2.1. TransCo’s ownership
1.2.2. Transmission line/ substation/ installation the property is associated with
1.2.3. Previous payment of RPT made for the property or for the period covered
None 2 days per property location
Sr. Financial Analyst A/ Property Accounting Division/ ARMPMD
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by the assessment.
1.2.4. RPT arrearages 1.3. Check the
computation and appropriate level used.
2. Forward the SOA/TD to:
2.1. TransCo – Right-of-Way Management Department (ROWMD) for confirmation of TransCo’s ownership, including the identification of transmission asset/facility that affected the property
2.2. TransCo - Corporate Legal Services Department (CLSD) for further evaluation/ clarification of RPT legal issues/ concerns and RPT payment recommendation.
None 1 day per property location
Division Manager/ ARMPMD
TOTAL:
3 days per property location (with complete supporting documentation; valid calendar years covered and accurate assessment level)
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RMSG-ARMPMD: Request for Payment of Real Property Taxes (RPT)
The procedure covers the request for payment processing of RPT after validation of submitted Billing
Statement/ Statement of Account/ Tax Declaration from LGUs, and upon receipt of recommendation
from Corporate Legal Services Department (CLSD) to process settlement of tax.
Office or Division: Asset Register Management and Property Monitoring Department
Classification: Simple
Type of Transaction: G2G (Government to Government)
Who may avail: Local Government Units
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Updated and duly signed Billing Statement/ Statement of Account (1 original, reflecting the RPT computation per calendar year per property)
LGU - Municipal/City Treasurer’s Office
Tax Declaration with 10% Assessment Level (1 original or photocopy)
LGU - Municipal/City Assessor’s Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit the following to ARMPMD during working hours for further verification/ validation:
• Revised Statement of Account (SOA)
• Revised Tax Declaration (TD) with 10% assessment level
• Other supporting documents requested from the concerned LGU.
1. Upon receipt of the result of validation from Right-of-Way Management Department and/or advice recommending payment from CLSD, prepare the disbursement voucher and attach complete supporting documents.
None
1 day per property location
Sr. Financial Analyst A/ Property Accounting Division/ ARMPMD
1.1 Approve/ sign and forward the DV to Finance Services Department (FSD) for payment processing
None
1 day per property location
Division Manager/ Property Accounting Division/ ARMPMD And Department Manager/ ARMPMD
TOTAL:
2 days per property location (upon receipt of payment recommendation from CLSD)
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RMSG-HRAD-GSD: Receiving, Recording and Forwarding of Incoming and
Outgoing Communications
Incoming Communications are correspondences addressed to “National Transmission Corporation” including personal mails for TransCo employees while Outgoing Communications refer to correspondences intended for delivery to TransCo field offices and external entities.
Office or Division: General Services Division
Classification: Simple
Type of Transaction: G2C – Government to Citizen; G2G – Government to Government
Who may avail: TransCo Personnel/ External Client CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Incoming: Mail; Documents Client/External Agencies/Sender
Outgoing: Delivery Request Form (DRF) General Services Division CLIENT STEPS AGENCY ACTIONS FEES
TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Incoming: External Client presents the mail/document
1. Receive/record the file
1.2 Issue Acknowledgement Receipt to External Client/s
1.3 Forward the file to the concerned group
None 15 mins Records Management Officer A
1.1 Outgoing: Employee prepares the DRF for outgoing mail/ correspondences
1.1 Receive the DRF 1.1.2 Record the file
None 10 mins • Employee
• Records Management Officer A
1.2 Outgoing: Receive and accept the receiving copy of the file / DRF
1.2 Records Management Officer shall issue the copy of file/ DRF to the external client/ employee.
None 5 mins • Employee/ Client
• Records Management Officer A
TOTAL: None 15 mins (for Incoming) 15 minutes per client (for Outgoing)
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RMSG-HRAD-HRMDD: Application for Student Traineeship
Student Traineeship Program – is a program wherein students of accredited schools and colleges will undergo on-the-job training at various TransCo facilities and offices to fulfill the academic requirements of their respective schools. This program is divided into:
• Technical Traineeship – designed for students of engineering and technical vocational courses.
Duration: 200-400 hrs. with eight (8) hrs. a day for 5 days. However, a three (3) day a week is conditionally accepted or continuous five (5) half days in a week
• Office Traineeship – designed for non-technical students taking up degree courses in secretarial, commerce, business administration, computer science, etc.
Duration: 200-400 hrs. with eight (8) hrs. a day for 5 days. However, a three (3) day a week is conditionally accepted or continuous five (5) half days in a week
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Complex
Type of Transaction: G2C – Government to Citizen
Who may avail: College students who need on-the-job training (OJT) as a requirement for graduation
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For Application for Student Traineeship
TransCo Forms: To be accomplished by the Student-Applicant
Application Form (HRTD-ITP-Form 2) HRMDD
Personal History Statement (HRTD-ITP-Form 4) HRMDD
Notarized Internship Agreement and Liability Waiver (HRTD-TP-Form3)
HRMDD
Documents to be secured by the Student-Applicant:
School Recommendation addressed to: Ms. MARIFE M. VILLAFUERTE, Manager, HRMDD National Transmission Corporation, Power Center, Diliman, Quezon City
School of the student-applicant
Certificate of Good Moral Character School of the student-applicant
Latest Copy of Grades School of the student-applicant
Medical Certificate Any public or government clinic/hospital
Barangay/ NBI/ Police Clearance (Any of the 3) Barangay/NBI/PNP
2 pcs. 1x1 ID picture (1 photo to be attached to PHS Form and 1 photo for Trainee's ID - Pls. indicate name at the back portion)
Student-applicant
Resume Student-applicant
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For Payment of Stipend
Time Cards Student trainee
Daily Time Record (DTR) Summary Student trainee
Office Order HRMDD
Evaluation Report Student trainee
Accomplishment Report Student trainee
Certificate of Completion HRMDD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Inquires and secures Traineeship Forms and Checklist of Requirements
1. Answers queries / concerns of student and advises the client on matters related to the Traineeship Program
None 5 mins
Sr. HR Analyst, Recruitment and Training Section
2. Submits all requirements and accomplished forms
2. Receives and reviews completeness of documents
None 5 mins
Sr. HR Analyst, Recruitment and Training Section
2.1 Evaluates Student Trainees training requirement based on education and check Cost Centers that can provide On-the-Job Training for the student-trainees
None 1 day SR. HR Specialist, Recruitment and Training Section
2.2 Prepares Office Order authorizing the deployment of student-trainees
None 1 day
Sr. HR Analyst Recruitment and Training Section
2.3 Initial/sign Office Order
None 0.5 day Sr. HR Specialist, Recruitment and Training Section; Manager, HRMDD; Manager, HRAD; VP, RMSG
2.4 Prepares Memo to Cost Center Head for the deployment of student trainee.
2.5 Initial/Sign
Memo
None 1 day
Sr. HR Analyst Recruitment and Training Section Sr. HR Specialist, Recruitment and Training Section; HRMDD Manager
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2.6 Upon receipt of
signed Memo, email/inform student-trainee to report for OJT
Sr. HR Analyst Recruitment and Training Section
3. Reports to the office concerned to undergo OJT until the completion of the required training hour
3. Upon assumption of OJT, conducts orientation / briefing
3.1. Submit request to Chief Security Officer for issuance of ID for student-trainee
None 0.5 day Sr. HR Analyst Recruitment and Training Section
4. Upon completion of the required training hours, submits the required documents to support the preparation of Certificate of Completion
4. Upon receipt of complete documents, validates completion of training hours, prepares Certificate of Completion, computes amount of stipend, and prepares DV payable to Student Trainee
None 1 day
Sr. HR Analyst, Recruitment and Training Section
4.1 Review, initial/sign certificate of Completion and DVs
None 1 day Sr. HR Specialist, Recruitment and Training Section; HRMDD Manager
4.2 Upon receipt of signed Certificate of Completion, email/notifies student-trainees
None 1 hour Sr. HR Analyst Recruitment and Training Section
TOTAL: None 6 days 1 hour, 10 mins
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RMSG-HRAD-HRMDD: Issuance of Certificate of Remittances for Former
Employees
Certification issued to former employees who need a record of their monthly remittances to any of
the agencies requiring the payment of statutory benefits/to their outstanding loan payments.
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Complex
Type of Transaction: G2C – Government to Citizen
Who may avail: Former TransCo Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request form/E-mail Employee
Remittance List/Remittance Records HRMDD
Copy of Original Receipts of remittances made
HRMDD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Accomplish the Request form submit to HRMDD
1. Receives and evaluates the request and checks the HRIS to verify the employee records
1.1 Generates the certification in the HRIS based on the remittance record found in the system
1.2 For those with
missing remittance dates, verify its records from the documents it has within its custody/from the Central Records those remittances made before the creation of the HRIS
None 4 days Sr. HR Analyst, Compensation and Benefits Section
1.3 Prepares and reviews the Certification for
None 1 day Sr. Comben Specialist; Manager, HRMDD
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the signature of the HRMDD Manager and prepares it for release
2. Receive Certificate from HRMDD
2. Upon signing of the Certificate, scan copy, notify client and release original copy
None HR Assistant, Compensation and Benefits Section
TOTAL: 5 days
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RMSG-HRAD-HRMDD: Processing of Terminal Leave Benefits
Employees who resign/retire from the service shall be entitled to the money value of their total
earned leave credits based on the highest salary rate received prior to or upon retirement
date/voluntary separation.
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Complex
Type of Transaction: G2C – Government to Citizen
Who may avail: Former TransCo Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Terminal leave application to be accessed through the HRIS employee menu
HRIS Employee Menu
Head Office clearance to be accessed/filed online at www.transco.ph
TransCo Website (www.transco.ph)
Duly Accomplished Latest Statement of Assets, Liabilities and Net worth
HRMDD
Duly Accomplished Affidavit of Undertaking HRMDD (for the template)
Duly Accomplished Affidavit for RA 3019 HRMDD (for the template)
Certified True Copy of the Latest Appointment
HRMDD
In case of Resignation: employee’s resignation duly accepted by the Head of Agency
HRMDD
In case of death of the claimant:
PSA Death Certificate Heir of the claimant
PSA Marriage Contract of the spouse Heir of the claimant
PSA Birth Certificates of all surviving legal heirs
Heir of the claimant
Notarized and accomplished Proofs of Surviving Legal Heirs
HRMDD (for the form)
Waiver of rights of children 18 years old and above
Heir of the claimant
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit the duly accomplished terminal leave application form along with the documentary requirements indicated above
1. Accepts and evaluates the terminal leave application upon submission of the complete documentary requirements
None 1 day HR Specialist, Compensation and Benefits Section
1.1 Checks its leave records, prepares
None 2 days HR Specialist,
22 | P a g e
the terminal leave computation with deductions (if any), and prepares Terminal Leave DV
Compensation and Benefits Section
1.2 Validates computation
None 1 day Sr. Comben Specialist, Compensation and Benefits Section
1.3 Review, initial and signs Terminal Leave DV
None 1 day Manager, HRMDD Manager, HRAD
1.4 Upon signing of DV submit to Finance for audit
None 1 hr HR Assistant Compensation and Benefits Section
TOTAL: 5 days, 1 hour
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RMSG-HRAD-PMD: Application to Apply for Eligibility and to Bid
The Procuring Entity (PE) (in this case, TransCo) shall invite prospective
bidders/suppliers/contractors to participate in the procurement in accordance with Rule VII or Rule
XVI, whichever is applicable, of the 2016 Revised Implementing Rules and Regulations of Republic
Act No. 9184 or the Government Procurement Reform Act
Office or Division: Procurement Management Division (PMD)
Classification: Simple
Type of Transaction: G2B – Government to Business
Who may avail: All Prospective Bidders/Suppliers/Contractors
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Invitation to Bid (ITB)/Request for Quotation (RFQ)/Bidding Documents
PhilGEPS/TransCo Websites
Letter of Intent (if applicable) Prospective Bidder/Supplier
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
None Posting of the RFQ/ Invitation to Bid in the PhilGEPS/ TransCo Website
None 1 hour/ transaction
Purchasing Officer
1. Downloads the RFQ/ Invitation to Bid in the PhilGEPS &/or TransCo Website
None None 1 hour/ transaction
Prospective Bidder/Supplier
2. Purchases Bidding Documents (if applicable)
2. Issues order of payment form
See table below
1 hour/ transaction
PMD Staff
3. Pays Bidding Documents (if applicable)
3. Issues Official Receipt (OR)
See table below
30 mins/ transaction
Cashier
Note: As prescribed in Resolution No. 04-2012 issued by the Government Procurement Policy Board (GPPB) approving and adopting the Guidelines on the Sale of Bidding Documents
24 | P a g e
4. Fills-up Supplier’s Acknowledgement Sheet (SAS) (if applicable)
4. Issues Bidding Documents
None 30 mins/ transaction
PMD Staff
TOTAL: 2 hours, 30 mins
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RMSG-HRAD-PMD: Issuance of Purchase Order (PO)/Contract
The winning bidder shall formally enter into contract with the Procuring Entity (PE) (in this case,
TransCo) after receipt of the Notice of Award (NOA). The issuance of the NOA and its receipt by
the winning bidder must be accompanied by the actual execution and signing of the Contract or
Purchase Order, including the posting of the performance security (if necessary), among others, for
the contract to be perfected and legally enforceable in accordance with Republic Act (RA) No. 9184
and its associated Implementing Rules and Regulations (IRR).
Office or Division: Procurement Management Division (PMD)
Classification: Simple
Type of Transaction: G2B – Government to Business
Who may avail: Suppliers/Contractors
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Notice of Award (NOA) PMD
Performance Bond/Security Suppliers/Contractors
Certificate of Bond Acceptability PMD
Purchase Order (PO)/Contract PMD
Notice to Proceed (NTP) PMD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Receives NOA 1. Issues NOA None 30 mins/ transaction
PMD Staff
2. Submits Performance Security Bond (if applicable)
2. Preliminary review of bond acceptability
2.1 Endorse to General Counsel for review of bond
2.2 Upon receipt of certificate of bond acceptability, notify suppliers/ contractors
See table below
2 days/ transaction
PMD Staff
26 | P a g e
Note: As prescribed in Section 39 of the 2016 Revised Implementing Rules and Regulations of Republic Act No. 9184
3. Receives original PO/ Contract and NTP
3. Issues original PO/ Contract and NTP
None 30 mins/ transaction
PMD Staff
TOTAL: 2 days and 1 hour
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RMSG-FSD-FPTD: Acceptance of Payment
Issuance of Official Receipt (OR) or Acknowledgement Receipt (AR) to the customers for the
collection of accounts.
Office or Division: Financial Planning and Treasury Division
Classification: Simple
Type of Transaction: G2C-Government to Client, G2B-Government to Business, G2G-
Government to Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Cash, Corporate Check or Manager’s Check Payor’s Company/Business Entity
Copy of statement of account/billing or
computation
TransCo/General Accounting Division or
Payor’s Company
Copy of Bank’s Deposit Slip, if payment is made thru bank transfer
Depository bank
Payment Order Form TransCo/Cashier’s Office
CLIENT STEPS AGENCY ACTIONS FEES
TO BE
PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
1. Sign in the Client
Log Book at the
TransCo Main
Building Lobby
1. Give the Log Book
to the client None 5 minutes Guard on duty
2.1. Secure Payment
Order Form from
the Cashier’s
Office
2.2. Fill out the
payment order
form
2. Issue the Payment
Order Form None 15 minutes
Sr. Financial
Analyst/Cashier,
FPTD
3. Proceed to
Cashier’s window
and tender
payment once
name is called
3. Receive and review the documents submitted
3.1. Verify from the
other Transco
office/division the
None 30 minutes
Sr. Financial
Analyst/Cashier,
FPTD
28 | P a g e
application of
payment, if
necessary
3.2. Accept the
payment based
on the order of
payment
3.3. Prepare and sign
the official receipt
or
acknowledgemen
t receipt
3.4. Issue the receipt
to the client
4.1. Receive TransCo
official receipt or
acknowledgeme
nt receipt
4.2. Review the
correctness of
the receipt
4. Sort out duplicate
copies for
submission to
General
Accounting Div.
and Commission
on Audit
None 10 minutes
Sr. Financial
Analyst/Cashier,
FPTD
TOTAL: 1 hour
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RMSG-FSD-FPTD: Releasing of Check Payment - Suppliers and Contractors
Release of check to Suppliers and Contractors for payment of goods and services provided to
TransCo.
Office or Division: Financial Planning and Treasury Division
Classification: Simple
Type of Transaction: G2B – Government to Business
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
BIR compliant Official Receipt Claimant’s Company/Business Entity
BIR compliant Collection Receipt Claimant’s Company/Business Entity
Acknowledgement Receipt Claimant’s Company/Business Entity
Principal
One (1) Original Government Issued ID or Company ID
BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig or Company issued ID
One (1) Photocopy of Original ID’s presented
Representative
Authorization Letter for the authorized representative printed in the Company’s logo or Special Power of Attorney (SPA)
Claimant’s Company
Valid Identification Card of the person who signed the authorization letter or SPA One (1) Photocopy of Government Issued ID or Company ID with signature
BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig or Company issued ID
VaIid Identification Card of the authorized representative One (1) Original Government Issued ID or Company ID One (1) Photocopy of the original ID presented
BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig or Company issued ID
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Sign in the Client Log Book at the TransCo Main Building Lobby
1. Give the Log Book to the client
None 5 minutes Guard on duty
2. Proceed to Cashier’s
window and submit the
required documents
2. Receive, verify
the documents
presented to
ensure that
check payment
is released to
None 15 minutes Sr. Financial Analyst/Cashier, FPTD
30 | P a g e
valid/ authorized
claimant/
representative
2.1. Hand over the disbursement voucher and photocopy of check to the client
3. Issue the Official Receipt or Collection Receipt or Acknowledgement Receipt
3.1 Sign the
Disbursement Voucher on the ‘Received Payment’ portion
3. Receive the Official Receipt or Collection Receipt or Acknowledgment Receipt
3.1 Check the
correctness of the information in the receipt and signature on the Disbursement Voucher
3.2 Release the
check to the client
None 30 minutes Sr. Financial Analyst/Cashier, FPTD
4. Receive the check 4.1 Sign the Statement of
Checks Prepared and provide other information required
4. Attach the official receipt or collection receipt or acknowledgement receipt or to the disbursement voucher
4.1 Record the
release of check in the Corporate Fund Management System (CFMS)
None 10 minutes Sr. Financial Analyst/Cashier, FPTD
TOTAL: 1 hour
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RMSG-FSD-FPTD: Releasing of Check Payment - Landowners/ROW Claimants
Release of check to the Landowners for payment of Right of Way (ROW) claims.
Office or Division: Financial Planning and Treasury Division
Classification: Simple
Type of Transaction: G2C – Government to Client
Who may avail: ROW Claimant
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Acknowledgement Receipt ROW Officer, Legal-ROW Department
Principal
One (1) Original Government Issued ID BIR, Post Office, DFA, PSA, SSS, GSIS,
Pag-Ibig, Senior Citizen ID
One (1) Photocopy of Original ID’s presented
Representative
Special Power of Attorney (SPA) Principal Claimant
Valid Identification Card of the person who issued the SPA One (1) Photocopy of Government Issued ID with signature
BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig, Senior Citizen ID
VaIid Identification Card of the authorized representative One (1) Original Government Issued ID One (1) Photocopy of the original ID presented
BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig, Senior Citizen ID
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Sign in the Client Log
Book at the TransCo
Main Building Lobby
1. Give the Log Book to
the client None 10 minutes Guard on duty
2. Meet the ROW
Officer at the
TransCo Main
Building Lobby
2. ROW Officer meet
with the claimant at
the Main Building
Lobby for the
following:
2.1. Identify the
claimant
2.2 Confirm the
details of check
None 1 hour ROW Officer – Legal Right of Way Department
32 | P a g e
with the Cashier
and prepare the
acknowledgement
receipt
2.3 Accompany the
claimant to the
Cashier’s Office
3. Proceed to Cashier’s
window and submit
the required
documents
3. Receive, evaluate the
validity and
completeness of the
submitted
documents
3.1. Hand over the disbursement voucher and photocopy of check to the claimant
None 20 minutes Sr. Financial Analyst/Cashier, FPTD
4. Sign the acknowledgement receipt and the disbursement voucher on the ‘Received Payment’ portion
4. Check the signature on the acknowledgement receipt and disbursement voucher
4.1 Release the check to
the client
None 10 minutes Sr. Financial Analyst/Cashier, FPTD
5. Receive the check and take photo with the Cashier while receiving the check
5. Document the acceptance of check by taking picture as required by COA for documentation purposes
None 10 minutes Sr. Financial Analyst/Cashier, FPTD
6.1 Receive the check 6.2 Sign the Statement
of Checks Prepared and provide other information required
6. Record the release of check in the Corporate Fund Management System
None 10 minutes
Sr. Financial Analyst/Cashier – Financial Services Department
TOTAL: 2 hours
33 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 1: DEMAND LETTER FOR JUST COMPENSATION
Request letter asking for payment of property affected/traversed by Transmission Assets and
Facilities
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: HIGHLY TECHNICAL
Type of Transaction: G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Demand Letter Landowner/ Representative
True Copy of Clean Certificate of Title (TCT) (No Encumbrances)
Landowner/ Representative
True Copy of Clean Tax Declaration (No Encumbrances)
City/Municipal Assessor
Notarized Updated Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Survey Plan if available Landowner/ Representative
Notarized Family Tree/ History (if the Registered owner in the Title is already deceased)
Landowner/ Representative
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Affidavit of Publication of Extra Judicial Settlement OR Affidavit of Self-Adjudication
Landowner/ Notary Public
Additional requirements if the property is UNREGISTERED
Certification that the unregistered property is alienable and disposable
DENR-LMS-CENRO
Certification from the Municipality/ City Assessor of Thirty (30) years of open and continuous possession if the property is unregistered
Municipality/ City Assessor’s Office
Notarized Affidavit of Two (2) Adjoining Landowners or Two (2) Barangay/ Local Officials
Landowner/ Notary Public
Notarized Affidavit of Ownership Landowner/ Notary Public
Certificate of Stewardship DENR-FMB
Lot Data Computation DENR
Additional requirements if the property is owned by a CORPORATION
Secretary’s Certificate Corporate Secretary
34 | P a g e
Certification of Registration from BIR Bureau of Internal Revenue (BIR)
Certificate of Tax Exemption/ it’s equivalent document
Bureau of Internal Revenue (BIR) or other concerned Agencies
Certificate as to the classification of the Land whether ordinary or capital asset
Bureau of Internal Revenue (BIR)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submit Request Letter with attached required documents
Incomplete Requirements: Acknowledging the receipt of the Request Letter with instruction to Submit lacking documents
N/A Three (3) Working
Days ROW OFFICER
Complete Requirements: Acknowledging the receipt of the Request Letter with information that request was endorsed to concerned ROW personnel for validation process Falls Under Project Under Construction (PUC) or National Grid Corporation of the Philippines (NGCP): Letter to be endorsed to NGCP copy furnished the landowner
TOTAL: Three (3) Working
Days
35 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 2: VALIDATION OF SUBMITTED DOCUMENTS
AND DATA GATHERING
Review, Verification, Acknowledgement and Research procedure
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Demand Letter with Complete Documentary Requirements
Landowner
Title and Tax Declaration Traceback Registry of Deeds/ Assessor’s Office
City Zoning Ordinance City/ Mun. Planning and Development Office
NPC and TransCo Certification of ROW Records
NPC/ TransCo-ROWMD
BIR Initial and Current Zonal Valuation Bureau of Internal Revenue
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Standby for the status or feedback of the ROW validation and confirmation process
1. Review, Verification and acknowledgement of submitted documents
1.1 Data Gathering
1.1.1. Prepare and approval of request letter to the following government agencies:
- Registry of Deeds
for traceback of Title
- City/ Municipal/ Provincial Assessor for traceback of Tax Declaration
- City/ Municipal Planning and Development for Zonal Land Classification of Property
N/A
Two (2) Working Day
Four (4) Working
Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer
ROW Officer/ Sr.
ROW Officer/ Chief ROW Officer/
Division Manager/ Department Manager
concerned
36 | P a g e
- National Power Corporation for ROW records
- National Transmission Corporation for ROW records
- Bureau of Internal Revenue for Initial and Current Zonal Valuation.
1.2.1. Receiving of requested documents to the concerned Government Agencies - Registry of Deeds
for traceback of Title
- City/ Municipal/ Provincial Assessor for traceback of Tax Declaration
- City/ Municipal Planning and Development for Zonal Land Classification of Property
- National Power Corporation for ROW records
- National Transmission Corporation for ROW records
- Bureau of Internal Revenue for Initial and Current Zonal Valuation.
One (1) Working Day
ROW Officer/ Sr.
ROW Officer/ Chief ROW Officer
TOTAL: Seven (7)
Working Days
Note:
1. Similar or Analogous cases may vary depending on the request not included in the above process.
2. All verification survey and validation of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol,
Cebu, Negros and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao
Satellite Office, respectively. The Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 13 Days
3. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in
releasing of the requested document. The procedural process of the concerned agencies is not included in the processing
time.
37 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 3: DETERMINATION OF PROJECT LOCATION &
AREA FOR VERIFICATION AND CONFIRMATION SURVEY
Initial negotiation for the identification of property location, name, voltage and classification of
transmission lines and substation.
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Demand Letter with Complete Documentary Requirements
Landowner
Title and Tax Declaration Traceback Landowner/Registry of Deeds
Approved Plan or Sketch Plan Landowner/DENR-LMS
Cadastral Map & Lot Data Computation DENR-LMS
Reference Monuments or Points Landowner
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Assist ROW Reconnaissance & Field Instrumentation process
1. Research and Lot Data Gathering at
- DENR-LMS - LRA - City/ Municipal/
Provincial Assessor 1.2. Reconnaissance & Field Instrumentation for determination of Transmission Lines & Substation Names, Voltage and Classifications
1.2.1. Checking, Encoding and Plotting 1.2.2. Review and Approval of the Sketch Plan with Narrative Technical Description
N/A
Seven (7) Working Days
Principal Eng’r. A/ Principal Eng’r. B/
Cartographer/ Eng’g. Asst. A
TOTAL: Seven (7)
Working Days
38 | P a g e
Note:
1. Similar or Analogous cases may vary depending on the request not included in the above process.
2. All verification survey and validation of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol,
Cebu, Negros and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao
Satellite Office, respectively. The Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 14 Days
3. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in
releasing of the requested document. The procedural process of the concerned agencies is not included in the processing
time.
39 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 4: ESTABLISHMENT OF LAND VALUATION &
ESTIMATE OF BUDGETARY REQUIREMENTS
Securing “Time of Taking” valuation for the property affected by transmission lines and substation.
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Demand Letter with Complete Documentary Requirements
Landowner
Traceback and Current Titles Registry of Deeds
Traceback and Current Tax Declaration Assessor Office
Transmission Line Profile TransCo
Approved Sketch Plan with NTD TransCo
Current BIR Zonal Valuation BIR
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Standby for the status or feedback of the ROW validation and confirmation process
1. Secure Time-of-Taking Valuation based on any of the following:
- NPC Board
Resolution - Supreme Court
Decision - Previously
acquired property of NPC/ TransCo
- Nearest Sales Data at the Time of Taking
- Relevant BIR Zonal Value
1.1 Secure Current BIR Zonal Value
N/A
Seven (7) Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer
TOTAL: Seven (7)
Working Days
40 | P a g e
Note:
1. Similar or Analogous cases may vary depending on the request not included in the above process.
2. All verification survey and validation of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol,
Cebu, Negros and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao
Satellite Office, respectively. The Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 15 Days
3. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in
releasing of the requested document. The procedural process of the concerned agencies is not included in the processing
time.
4. Update the claimant for the status of his/her claim.
41 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 5: PREPARATION, VERIFICATION & APPROVAL
OF VALIDATION REPORT
Consolidation of all gathered documents, computing recommended valuation and submission of the final
report
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Demand Letter with Complete Documentary Requirements
Landowner
Certified True copies of Traceback and Current Titles Registry of Deeds
Certified True Copies of Traceback and Current Tax Declaration
Assessor’s Office
Certified copy of Transmission Line Profile TransCo
Certificate of No ROW record from NPC NPC
Certificate of No ROW record from TransCo TransCo
Certified copies of Approved Sketch Plan with NTD TransCo
Certified Copy of Current BIR Zonal Valuation BIR
Certified copy of recommended valuations TransCo
Computation Sheets TransCo
PALPS Masterlist TransCo
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Waiting for the completion of the ROW validation and confirmation process
1. Consolidation of all gathered and researched documents for report preparation, evaluate gathered various valuation for proper determination of Just Compensation and recommend for approval the final validation report
N/A
Seven (7) Working Days
ROW Officer/ Sr.
ROW Officer/ Chief ROW Officer
TOTAL:
Seven (7) Working Days
42 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 6: NEGOTIATE PAYMENTS WITH PROJECT
AFFECTED PERSON
Letter informing the Landowner of the total amount of Just Compensation
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Validation Report TransCo
Approved Computation Sheet TransCo
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Receiving of Letter Offer*
1. Preparation, Approval and sending out of Letter Offer thru Mail
N/A
Seven (7) Working Days
Secretary/ ROW Officer/ Sr. ROW
Officer/ Chief ROW Officer/ Division
Manager/ Department Manager
concerned
TOTAL: Seven (7)
Working Days
* Pursuant to Section 5.a of RA 10752, the property owner is given thirty (30) days to decide whether or not to accept the offer as
payment for his property. Upon refusal or failure of the property owner to accept such offer or fails and/or refuses to submit the
documents necessary for payments, the implementing agency shall immediately initiate expropriation.
43 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 7: REJECTION OF LETTER OFFER
Endorsement to ROW Litigation for Court Proceedings
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: SIMPLE
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Validation Report with complete attachments
TransCo-ROWMD
Non-conformed Letter Offer Landowner
Endorsement for initiation of expropriation Transco-ROWMD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Upon receiving of summon, landowner hire Counsel for Legal Services
1. Endorsement of the claim to ROW Litigation Department for expropriation proceedings
N/A
Three (3) Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer
TOTAL: Three (3)
Working Days
44 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 8: ACCEPTANCE OF OFFER AND PROCESSING
FOR PAYMENT OF JUST COMPENSATION
Landowner’s Conformity with TransCo’s Letter Offer, Preparation and Approval of Authority-to-
Purchase and Signing of Deed of Sale
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: HIGHLY TECHNICAL
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accepted/ Conformed Letter Offer Landowner
True Copy of Clean Certificate of Title (TCT) (No Encumbrances)
Registry of Deed Office or LRA
True Copy of Clean Tax Declaration (No Encumbrances)
City/Municipal Assessor
Notarized Updated Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Notarized Family Tree/ History (if the Registered owner in the Title is already deceased)
Landowner
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Certified copy of Transmission Line Profile TransCo
Certificate of No ROW record from NPC NPC
Certificate of No ROW record from TransCo TransCo
Certified copies of Approved Sketch Plan with NTD TransCo
Certified Copy of Current BIR Zonal Valuation BIR
Certified copy of recommended valuations TransCo
Computation Sheets TransCo
PALPS Masterlist TransCo
45 | P a g e
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Landowner’s acceptance of TransCo’s letter offer
1. Receipt of conformed
letter offer. 2. Preparation, review,
and comment of Authority to Purchase (ATP)
3. Finalization, initials, signing and approval of Authority to Purchase (ATP) by the Approving Authority
N/A Twenty (20)
Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer/ Division Manager/
Department Manager/ Approving
Authority Signing of the Deed of Absolute Sale (DOAS)
4. Preparation, review, and comment of DOAS
5. Finalization of DOAS. 6. Endorsement for
signing of DOAS by the landowner
7. Initials, signing and approval of DOAS by the Approving Authority
8. Notarization of Deed of
Absolute Sale
TOTAL: Twenty (20)
Working Days
Note:
1. Signing of the DOAS depends on the availability of the landowner or representative.
46 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 9: PROCESSING FOR THE ASSESSMENT AND
PAYMENT OF TAXES
Request for the payment of taxes
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accepted/ Conformed Letter Offer Landowner
True Copy of Clean Certificate of Title (TCT) (No Encumbrances)
Registry of Deeds or LRA
True Copy of Clean Tax Declaration (No Encumbrances)
City/Municipal Assessor
Notarized Updated Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Notarized Family Tree/ History (if the Registered owner in the Title is already deceased)
Landowner
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Certified copy of Transmission Line Profile TransCo
Certificate of No ROW record from NPC NPC
Certificate of No ROW record from TransCo TransCo
Certified copies of Approved Sketch Plan with NTD TransCo
Certified Copy of Current BIR Zonal Valuation BIR
Certified copy of recommended valuations TransCo
Computation Sheets TransCo
PALPS Masterlist TransCo
47 | P a g e
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submission of request letter to advance the payment of taxes accountable to the Landowner and Authorize TransCo to deduct from the Final payment.
Request for the Assessment of computation of unpaid RPT, Transfer tax, CGT, DST and Estate Tax, if applicable
NONE
Seven (7) Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer/ Division Manager/
Department Manager/ Vice
President
Preparation and Approval of disbursement voucher for the advance payment of taxes (unpaid RPT, Transfer tax, CGT, DST and Estate Tax if applicable) by the approving authority
Endorsement for audit of disbursement voucher to Finance Dept. for the advance payment of taxes to be paid.
TOTAL: Seven (7)
Working Days
Note:
1. All claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu, Negros
and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao
Satellite Office, respectively. The Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 13 Days
48 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 10: PROCESSING OF ISSUANCE OF
CERTIFICATE AUTHORIZING REGISTRATION (CAR)
Settlement of unpaid taxes, requesting for the issuance of Certificate Authorizing Registration
(CAR)
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: HIGHLY TECHNICAL
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Original Owner’s Duplicate Copy of Certificate of Title (TCT)
Registry of Deed Office or LRA
Certified True Copy of Tax Declaration City/Municipal Assessor
Notarized Deed of Absolute Sale Landowner/ TransCo
Notarized Updated Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Notarized Special Power of Attorney to be executed by the approving authority of TransCo
TransCo/ Notary Public
Secretary Certificate if Corporation Landowner/ TransCo
Certificate of No Improvements City/ Municipal Assessor’s Office
Tax Clearance City/ Municipal Treasurer’s Office
Approved Sketch Plan and Vicinity Map Landowner/ TransCo
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Assist ROW personnel to follow-up the issuance
of CAR
1. Receive checks for the advance payment of taxes (unpaid RPT, Transfer tax, CGT, DST and Estate Tax if applicable)
NONE Seven (7)
Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer/
1.2 Payment of taxes to the concerned Agencies
49 | P a g e
- City/ Municipal/ Provincial Treasurer’s Office
- Bureau of Internal Revenue
2. Submission of required documents for the issuance of CAR at concerned RDO-BIR office.
TOTAL:
Seven (7) Working Days
Note:
1. All claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu, Negros
and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and
Davao Satellite Office, respectively. The Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 13 Days
50 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 11: PROCESSING FOR THE ASSESSMENT AND
PAYMENT OF REGISTRATION OF SALE
Request for the payment of Registration Fee
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Original Owner’s Duplicate Copy of Certificate of Title (TCT)
Registry of Deed Office or LRA
Certified True Copy of Tax Declaration City/Municipal Assessor
Notarized Deed of Absolute Sale Landowner/ TransCo
Notarized Updated Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Certificate of No Improvement City/ Municipal Assessor’s Office
Tax Clearance City/ Municipal Treasurer’s Office
Original Copy of Official Receipt (OR) of Transfer Tax
City/ Provincial Treasurer’s Office
Approved Sketch Plan and Vicinity Map Landowner/ TransCo
Certificate Authorizing Registration (CAR) Bureau of Internal Revenue
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Standby for the Registration Process
1. Receiving of CAR
NONE Seven (7)
Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer/ Division Manager/
Department Manager/ Vice
President
2. Request for Assessment of Registration fee at Registry of Deeds
3. Preparation and approval of disbursement voucher for the advance payment of Registration fees
51 | P a g e
4. Endorsement of disbursement voucher for the advance payment of taxes for Audit
TOTAL: Seven (7) Working Days
Note:
1. All claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu, Negros
and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and
Davao Satellite Office, respectively. The Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 13 Days
52 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 12: PROCESSING FOR THE REGISTRATION OF
SALE
Settlement of Registration Fee and request for the issuance of New Title or Annotation of Sale for
portion acquisition.
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Original Owner’s Duplicate Copy of Certificate of Title (TCT)
Registry of Deed Office or LRA
Certified True Copy of Tax Declaration City/Municipal Assessor
Notarized Deed of Absolute Sale Landowner/ TransCo
Notarized Updated Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Certificate of No Improvement City/ Municipal Assessor’s Office
Tax Clearance City/ Municipal Treasurer’s Office
Original Copy of Official Receipt (OR) of Transfer Tax
City/ Provincial Treasurer’s Office
Approved Sketch Plan and Vicinity Map Landowner/ TransCo
Certificate Authorizing Registration (CAR) Bureau of Internal Revenue
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Standby for the Registration Process
1. Payment of registration fees to the Registry of Deeds
NONE
Seven (7) Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer
1.1 Submission of required documents for the entry of registration of sale and request for issuance of new Title from previous to new owner.
53 | P a g e
TOTAL:
Seven (7) Working Days
Note:
1. Concerned Government Agency (ROD) has different administrative process in releasing of the
requested document. The procedural process of the concerned agencies is not included in the
processing time.
2. All claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu, Negros
and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and
Davao Satellite Office, respectively. The Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 13 Days
54 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 13: PROCESSING OF THE ISSUANCE OF NEW
TAX DECLARATION IN THE NAME OF TRANSCO
Transfer of Tax Declaration from Previous to New owner
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Photocopy of Certified True Copy of Certificate of Title (TCT) in the name of Transco
Registry of Deed Office or LRA
Photocopy of Tax Declaration of previous owner City/Municipal Assessor
Photocopy of registered Deed of Absolute Sale Landowner/ TransCo
Photocopy Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Photocopy Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Photocopy of Official Receipt (OR) of Transfer Tax City/ Provincial Treasurer’s Office
Photocopy Certificate Authorizing Registration (CAR)
Bureau of Internal Revenue
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Standby for the issuance of the new Tax Declaration in the name of TransCo
1. Receive of new certificate of title if whole lot acquisition or annotation of sale on the title if portion.
NONE Seven (7)
Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer
1.2 Request for the issuance of new tax declaration in the name of Transco at City/Municipal Assessor Office
1.3 Receiving of the new tax declaration in the name of Transco at City/Municipal Assessor Office
55 | P a g e
TOTAL: Seven (7) Working Days
Note:
1. Concerned Government Agency (City/ Mun/ Prov’l Assessor’s Office) has different administrative
process in releasing of the requested document. The procedural process of the concerned agencies
is not included in the processing time.
2. All claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu, Negros
and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and
Davao Satellite Office, respectively. The Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 13 Days
56 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 14: PROCESSING OF FINAL PAYMENT
Processing of Final Payment
Office or Division: ROW MANAGEMENT DEPARTMENT
Classification: COMPLEX
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Certificate of Funds Availability
TransCo-ROWMD
Certified Photocopy of Certificate of Title (TCT) in the name of Transco or annotated on the Title of the previous owner for portion acquisition
Certified Photocopy of cancelled Title
Certified Photocopy of newly issued Tax Declaration in the name of TransCo or annotated on the Tax Declaration of the previous owner for portion acquisition
Certified Photocopy of registered Deed of Absolute Sale
Certified Photocopy Special Power of Attorney if the Landowner authorizes another person to represent
Certified Photocopy Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Certified Photocopy of Official Receipt (OR) of Transfer Tax
Certified Photocopy Certificate Authorizing Registration (CAR)
Certified Photocopy of Request Letter of Landowner for Cash Advances
Certified Photocopies of Approved Sketch Plan with NTD
Certified Photocopy of Accepted Letter offer
Certified Photocopy of Authority to Purchase (ATP)
Certified Updated PALPS Masterlist
Certified Photocopy Official Receipts of RPT, Transfer tax, CGT, DST and Estate Tax (if applicable) and Registration Fees
Certified Photocopy of Disbursement Vouchers of
RPT, Transfer tax, CGT, DST, Estate Tax (if applicable) and Registration Fees
57 | P a g e
Additional requirements if the property is UNREGISTERED
Certified Photocopy of Claimant’s Surety/ Indemnity Bond (if claim for payment or amount of sale exceeds Fifty Thousand Pesos (Php50,000.00) Pursuant to E.O. 1035).
Any authorized Insurance Company duly accredited by the Insurance Commission.
Additional requirements if the property is owned by a CORPORATION
Certified Photocopy Secretary Certificate Landowner/ Representative
Certified Photocopy Certification of Registration from BIR
Bureau of Internal Revenue (BIR)
Certified Photocopy Certificate of Tax Exemption/ it’s equivalent document
Bureau of Internal Revenue (BIR) or other concerned Agencies
Certified Photocopy Certificate as to the classification of the Land whether ordinary or capital asset
Bureau of Internal Revenue (BIR)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Waiting for the processing of payment
1. Preparation and Approval of disbursement voucher by the approving authority for final payment
NONE Seven (7)
Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer/ Division Manager/
Department Manager/ Vice
President
2. Submission of disbursement voucher for processing of final payment to Finance Department for audit and check preparation.
TOTAL:
Seven (7) Working Days
Note:
1. If the property is unregistered and the amount of sale exceeds Fifty Thousand Pesos (Php50,000.00), Surety/
Indemnity Bond is a requirement pursuant to E.O. 1035. The procedural process of the concerned company is
not included in the processing time.
58 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU
NEGOTIATED SALE PHASE 15: RELEASE OF FINAL PAYMENT OF JUST
COMPENSATION
Releasing of Check for Final Payment
Office or Division: ROW MANAGEMENT DEPARTMENT
Classification: SIMPLE
Type of Transaction:
G2B- Government to Business and G2C-Government to Client
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Two (2) Government issued IDs of the Claimant or Representative
Claimant/ Representative
Notarized and Updated Special Power of Attorney (SPA) of Claimant’s Representative or Secretary Certificate if Corporation
Claimant/ Representative
Official Receipt of the Corporation Claimant/ Representative
CLIENT STEPS AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Receiving and signing of the acknowledgement by the Claimant or Representative or issuance of OR (if corporation) of Final payment
1. Preparation of Acknowledgement Receipt, Photocopy of Voucher and check
NONE One (1) Working
Day
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer/ Finance
Representative 1.2 Releasing of final
payment and Photo documentation
TOTAL: One (1) Working Day
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ROWLG-ROWMD: ROW PROCESS FOR CANCELLATION OF NATIONAL
POWER CORPORATION (NPC)/ NATIONAL TRANSMISSION CORPORATION
(TRANSCO) RIGHT-OF-WAY ANNOTATIONS
Request letter asking for the Certification that the property is not affected/traversed by any
Transmission Assets and Facilities
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW CLAIMS MANAGEMENT DIVISION
Classification: HIGHLY TECHNICAL
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Duly Accomplished FOI Form with Valid ID TransCo’s Front Desk
True Copy of Current Certificate of Title (TCT)
Registry of Deed Office or LRA
True Copy of Mother or Previous Title Registry of Deed Office or LRA
True Copy of Current Tax Declaration City/Municipal Assessor
True Copy of Mother or Previous Tax Declaration
City/Municipal Assessor
Approved Subdivision/Segregation Plan DENR-LMS
Notarized Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Affidavit of Publication of Extra Judicial Settlement OR Affidavit of Self-Adjudication
Original Copy of Certificate of authority for Notarial Act
Landowner
Additional requirements if the property is owned by a CORPORATION
Secretary Certificate if Corporation Corporate Secretary
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
60 | P a g e
1. Request Letter
Incomplete Requirements: Acknowledging the receipt of the Request Letter with instruction to Submit lacking documents
N/A
Three (3) Working Days
ROW OFFICER
Complete Requirements: Acknowledging the receipt of the Request Letter with information that request was endorsed to concerned ROW personnel for validation process
N/A
Falls Under Project Under Construction (PUC) or National Grid Corporation of the Philippines (NGCP): Letter to be endorsed to NGCP copy furnished the landowner
N/A
2. Receipt the acknowledgement or endorsement letter
Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection & Reconnaissance 2.2 Field Instrumentation Identifying the Property Location & the nearest Transmission assets & facilities 2.3 Preparation of report endorsing the issuance of Certification of Cancellation of ROW Annotation
N/A Fourteen (14) Working Days
Principal Eng’r. A/ Chief ROW Officer
3. Receipt of the Request 3. Approval of the Certification
N/A Three (3) Working
Days President & CEO
TOTAL: Twenty (20)
Working days
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ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF RIGHT-OF-WAY
DOCUMENTS
Request letter asking for a copy of any record of payment made by TransCo.
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: HIGHLY TECHNICAL
Type of Transaction: G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Duly Accomplished FOI Form with Valid ID TransCo’s Front Desk
True Copy of Certificate of Title (TCT) (With Encumbrances)
Registry of Deed Office or LRA
True Copy of Mother or Previous Title Registry of Deed Office or LRA
True Copy of Clean Tax Declaration (With Encumbrances)
City/Municipal Assessor
True Copy of Mother or Previous Tax Declaration
City/Municipal Assessor
Notarized Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Approved Survey Plan if available Landowner
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Affidavit of Publication of Extra Judicial Settlement OR Affidavit of Self-Adjudication
Original Copy of Certificate of authority for Notarial Act
Landowner
Secretary Certificate if Corporation Corporation
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Request Letter
Incomplete Requirements: Acknowledging the receipt of the Request Letter with instruction to Submit lacking documents
N/A Three (3) Working Days
ROW OFFICER
62 | P a g e
Complete Requirements: Acknowledging the receipt of the Request Letter with information that request was endorsed to concerned ROW personnel for validation process
N/A
Falls Under Project Under Construction (PUC) or National Grid Corporation of the Philippines (NGCP): Letter to be endorsed to NGCP copy furnished the landowner
N/A
2. Receipt the acknowledgement or endorsement letter
Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection & Reconnaissance 2.2 Field instrumentation Identifying the Property Location & the nearest Transmission assets & facilities 2.3 Check available ROW records & documents
- Masterlist - Disbursement
Voucher - ROW Grants - Payment Receipt
2.4 Preparation of report and endorse the release of the requested ROW
documents
N/A Fifteen (15)
Working Days
ROW Officer/ Eng’g. Assistant/ Principal
Eng’r. B/ Principal Eng’r. A/ Chief ROW Officer
3. Receipt of the request
3. Approval of the Release of ROW Documents
One (1) Working
Day Department Manager
TOTAL: Nineteen (19) Working days
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ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF TOWER
RELOCATION
Request letter asking to relocate the tower affected/traversed by any Transmission Line and
Substation
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISTION DIVISION
Classification: HIGHLY TECHNICAL
Type of Transaction: G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
With NPC/ TransCo Right-of-Way Annotation
True Copy of Certificate of Title (TCT) Registry of Deed Office or LRA
True Copy of Tax Declaration City/Municipal Assessor
Notarized Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Affidavit of Publication of Extra Judicial Settlement OR Affidavit of Self-Adjudication
Original Copy of Certificate of authority for Notarial Act
Landowner
Approved Survey Plan Landowner
Secretary Certificate if Corporation Corporation
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Request Letter
Incomplete Requirements: Acknowledging the receipt of the Request Letter with instruction to Submit lacking documents
N/A
Three (3) Working Days
ROW OFFICER
Complete Requirements: Acknowledging the receipt of the Request Letter with information that request was
N/A
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endorsed to concerned ROW personnel for validation process
Falls Under Project Under Construction (PUC) or National Grid Corporation of the Philippines (NGCP): Letter to be endorsed to NGCP copy furnished the landowner
N/A
2. Waiting for the result of the Validation
Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection & Reconnaissance 2.2 Field instrumentation Identifying the Property Location & the nearest Transmission assets & facilities 2.3 Preparation of report & Endorsement Letter to NGCP for review, comment & appropriate action
N/A Fifteen (15)
Working Days
ROW Officer/ Eng’g. Assistant/ Principal
Eng’r. B/ Principal Eng’r. A/ Chief ROW Officer
3. Receipt of the endorsement letter
3. Approval of the Endorsement Letter to
NGCP* Copy furnish Landowner
N/A Two (2) Working
Days Department Manager
TOTAL: Twenty (20) Working days
Note:
All request for relocation of any Transmission Facilities will be endorsed to the Concessionaire (NGCP)
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ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF PROPERTY
SEGREGATION AND APPROVAL OF THE DEED OF PARTITION
Request letter asking for the confirmation and approval of the Subdivision Plan and the Deed of
Partition affected/traversed by any Transmission Assets and Facilities
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISTION DIVISION
Classification: HIGHLY TECHNICAL
Type of Transaction: G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
True Copy of Certificate of Title (TCT) Registry of Deed Office or LRA
True Copy of Tax Declaration City/Municipal Assessor
Notarized Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Affidavit of Publication of Extra Judicial Settlement OR Affidavit of Self-Adjudication
Original Copy of Certificate of authority for Notarial Act
Landowner
Approved Subdivision Plan with Narrative Technical Description
Landowner/ DENR-LMS
Deed of Partition Landowner
Secretary Certificate if Corporation Corporate Secretary
CLIENT STEPS AGENCY ACTIONS
FEES
TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Request Letter
Incomplete Requirements: Acknowledging the receipt of the Request Letter with instruction to Submit lacking documents
N/A Three (3) Working Days
ROW OFFICER
Complete Requirements: N/A
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Acknowledging the receipt of the Request Letter with information that request was endorsed to concerned ROW personnel for validation process
Falls Under Project Under Construction (PUC) or National Grid Corporation of the Philippines (NGCP): Letter to be endorsed to NGCP copy furnished the landowner
N/A
2. Waiting for the result of the validation
Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection & Reconnaissance 2.2 Field Instrumentation Identifying the Property Location &
the nearest Transmission assets
& facilities 2.3. Preparation of report
and endorse the approval of the subdivision plan and the Deed of Partition
N/A Fourteen (14) Working Days
ROW Officer/ Eng’g. Assistant/ Principal
Eng’r. B/ Principal Eng’r. A/ Chief ROW Officer
3. Receipt of the endorsement letter
3. Approval of the Subdivision Plan and the
Deed of Partition N/A
Three (3) Working Days
President and CEO
TOTAL: Twenty (20) Working days
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ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF REIMBURSEMENT
OF PERSONAL EXPENSES INCURRED IN TRANSFERRING OF CERTIFICATE
OF TITLE IN THE NAME OF NATIONAL TRANSMISSION CORPORATION
(TRANSCO)
Request letter asking for the reimbursement of personal expenses in the approval of
subdivision/segregation survey and titling of property affected/traversed by Transmission Assets
and Facilities
Office or Division: ROW MANAGEMENT DEPARTMENT
Classification: HIGHLY TECHNICAL
Type of Transaction: G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Original Owner’s Duplicate Copy of Certificate of Title (TCT) in the name of National Transmission Corporation
Landowner
Original Owner’s Duplicate Copy of Tax Declaration in the name of National Transmission Corporation
Landowner
Original or Certified True Copy of Official Receipt pertaining to the expenses sought to be reimbursed
Landowner
Detailed breakdown of expenses sought to be reimbursed
Landowner
Notarized Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Affidavit of Publication of Extra Judicial Settlement OR Affidavit of Self-Adjudication
Landowner/ Notary Public
Original Copy of Certificate of authority for Notarial Act
Landowner
Approved Subdivision Plan Landowner/ DENR-LMS
Secretary Certificate if Corporation Corporate Secretary
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CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING
TIME
PERSON RESPONSIBLE
1. Request Letter
Incomplete Requirements: Acknowledging the receipt of the Request Letter with instruction to Submit lacking documents
NONE
Twenty (20) Working Days
ROW OFFICER
Complete Requirements: Acknowledging the receipt of the Request Letter with information that request was endorsed to concerned ROW personnel for validation process
Falls Under Project Under Construction (PUC) or National Grid Corporation of the Philippines (NGCP): Letter to be endorsed to NGCP copy furnished the landowner
2. Waiting for the result of the validation
Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection &
Reconnaissance of the Property Location & the nearest Transmission assets & facilities
2.2. Preparation of report and endorse the approval of the reimbursement
ROW Officer/ Eng’g. Assistant/ Principal
Eng’r. B/ Principal Eng’r. A/ Chief ROW Officer
3. Receipt of payment 3. Approval of the Payment President and CEO
TOTAL: Twenty (20)
Working Days
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ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF PROPERTY
SUBDIVISION/ SEGREGATION/ CONSOLIDATION OF SUBSTATION AND
OTHER RELATED FACILITIES
Request letter asking for the subdivision/segregation of the property affected/traversed by Transmission
assets and facilities
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISTION DIVISION
Classification: HIGHLY TECHNICAL
Type of Transaction: G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
True Copy of Certificate of Title (TCT) Registry of Deed Office or LRA
True Copy of Tax Declaration City/Municipal Assessor
Notarized Special Power of Attorney if the Landowner authorizes another person to represent
Landowner/ Notary Public
Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir
Landowner/ Notary Public
Affidavit of Publication of Extra Judicial Settlement OR Affidavit of Self-Adjudication
Original Copy of Certificate of authority for Notarial Act
Landowner
Approved Subdivision Plan with Narrative Technical Description
Landowner/ DENR-LMS
Deed of Partition Landowner
Secretary Certificate if Corporation Corporate Secretary
CLIENT STEPS AGENCY ACTIONS
FEES
TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Request Letter
Incomplete Requirements: Acknowledging the receipt of the Request Letter with instruction to Submit lacking documents
N/A Three (3) Working Days
ROW OFFICER
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Complete Requirements: Acknowledging the receipt of the Request Letter with information that request was endorsed to concerned ROW personnel for validation process
N/A
Falls Under Project Under Construction (PUC) or National Grid Corporation of the Philippines (NGCP): Letter to be endorsed to NGCP copy furnished the landowner
N/A
2. Waiting for the result of the validation
Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection & Reconnaissance 2.2 Field Instrumentation Identifying the Property Location &
the nearest Transmission assets
& facilities 2.3. Preparation of report
and endorse the approval of the subdivision plan and the Deed of Partition
N/A Fourteen (14) Working Days
ROW Officer/ Eng’g. Assistant/ Principal
Eng’r. B/ Principal Eng’r. A/ Chief ROW Officer
3. Receipt of the endorsement letter
3. Approval of the Subdivision Plan and the
Deed of Partition N/A
Three (3) Working Days
President and CEO
TOTAL: Twenty (20) Working days
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ROWLG-ROWMD: ROW PROCESS TO ENTER INTO A COMPROMISE
AGREEMENT PHASE 1: REQUEST FOR VALIDATION OF COMPROMISE
AGREEMENT
Validation and Processing of the proposed Compromise Agreement
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: HIGHLY TECHNICAL
Type of Transaction: G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Copy of the Court Order/ Decision Transco-ROW Litigation Dept.
Copy of the Letter from the Claimant requesting to enter into a Compromise Agreement
Landowner/ Transco-ROW Litigation Dept.
Copy of the Approved Validation Report Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit initial CA with attached required documents
1. Receipt of initial CA. 1.1 Review and comment
of CA 1.2 Recommendation for
approval of CA - If below 50M,
President. - If more than 50M,
Transco-Board. 1.3 Endorsement to
Litigation for appropriate action
NONE Twenty (20)
Working Days
Chief ROW Officer/ Division Manager/ Department Manager/ Approving Authority
TOTAL: Twenty (20)
Working Days
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ROWLG-ROWMD: ROW PROCESS TO ENTER INTO A COMPROMISE
AGREEMENT PHASE 2: PROCESSING FOR PAYMENT OF JUST
COMPENSATION
Preparation and Signing of Deed of Sale
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: HIGHLY TECHNICAL
Type of Transaction:
G2C-Government to Client, G2B-Government to Business, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Authority to Purchase Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Litigation Department to endorse approved Authority to Purchase (ATP)
9. Receipt of approved Authority to Purchase (ATP)
10. Preparation, review, and comment of DOAS
11. Finalization of DOAS.
NONE Twenty (20)
Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer/ Division Manager/
Department Manager/ Approving
Authority
Landowner to sign the Deed of Absolute Sale (DOAS)
1. Initials, signing and approval of DOAS by the landowner and Approving Authority
1. Notarization of Deed of
Absolute Sale
TOTAL: Twenty (20)
Working Days
Note:
1. Signing of the DOAS depends on the availability of the landowner or representative.
2. Proceed to Phase 9 of External Process for the payment procedure.
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TMG-SMD: DIVESTMENT OF SUB-TRANSMISSION ASSETS (STAs)
This pertains to the front-line service of the Sub-transmission Management Department (SMD)
which is pursuant to TransCo’s mandate under R.A. 9136 to divest STAs to qualified Distribution
Utilities (DUs), Electric Cooperatives (ECs) and Consortia. The processes include negotiation,
execution of contract, pre-filing/filing with the Energy Regulatory Commission, inspection of assets
up to the final and absolute takeover by the DUs/ECs/Consortia of the ownership/O&M of the assets.
We recognize our important role in serving and supporting our external customers every step of the
way.
Office or Division:
Sub-Transmission Management Department (SMD)
Classification:
Highly Technical
Type of Transaction:
G2B - Government to Business Entities
Who may avail:
DUs, ECs, Consortia
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
During negotiation: Letter expressing intent to acquire STAs Single-line diagram List of DUs connected to the asset/s During the pre-filing stage: Board Resolution on the Acquisition of STAs Board Resolution Authorizing the General Manager and Board President to Represent the DU/EC/Consortia in the filing of the Joint Application, during the hearing and all stages until the execution of the Deed of Absolute Sale or Deed of Transfer of Possession Board Resolution on the Designated Counsel of Record Certificates of Posting from the Sangguniang Panlalawigan, Sangguniang Panlungsod/Sangguniang Bayan, as may be applicable Technical and Functional Criteria for STAs During the filing stage:
For Certificates of Posting: Local Government Units within the franchise area of the DU/EC/Consortium For the Affidavits of Publication: The Publishing Company/ies For Certifications from Suppliers/Members/Customers: The Suppliers/Members/Customers of the DU/EC/Consortium All Other Documentary Requirements: From the DU/EC/Consortium
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Comparative Analyses Between NGCP’s Connection Charges/Residual Sub-transmission Charges and the Cost of Acquisition Franchise Description Affidavit/s of Witness/es Local newspaper showing the Joint Application with Affidavit of Publication One newspaper of general circulation showing the Joint Application, with Affidavit of Publication Certificate of Broadcast, as may be warranted Certificates of Posting from all the Local Government Units (LGUs) within the franchise area of the DU/EC/Consortium Certifications from the DU/EC/Consortium’s Members, Suppliers, Customers During hearings: Expository Presentation Compliances as may be required by the Energy Regulatory Commission Amended Judicial Affidavit/s of Witness/es as may be warranted under the circumstances During the execution of contract: Duly notarized Verification page of the Board President of the DU/EC/Consortium Annual Maintenance Program During the 20-year amortization period and conduct of inspections: Check payments Proofs of documentary stamp tax (DST) payments Records/documents showing compliance with the Maintenance Program
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Authority granting access to concerned SMD staff for the conduct of inspections
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
1. DU/EC/Consortium expresses desire to acquire sub-transmission assets (STAs)
1. Survey DU’s interest in the acquisition of STAs
None 2 hours Manager, SDMD
Sr. Divestment Specialist, SDMD
2. DU/EC/Consortium submits to SMD its Audited Financial Statements as well as documents evidencing technical and financial capabilities
2. Assess DU’s technical and financial qualifications
None 4 hours Manager, SDMD
Sr. Divestment Specialist, SDMD
3. DU/EC/Consortium coordinates with SMD on the conduct of inspection of STAs and the valuation thereof
3. Inspection of STAs and Validation of SKM Valuation
None 3 days Manager, SDMD Sr. Divestment Specialist, SDMD Assigned inspectors
4. DU/EC/Consortium meets with SMD
4. Negotiation None 7 days TransCo Management Manager, SMD
Manager, SDMD
Corporate Legal Services Department (CLSD)
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5. DU/EC/Consortium completes documentary requirements and submits Board Resolutions regarding 1) Acquisition of STAs, 2) Authorization of GM/BoD President, 3) Designation of counsel of record, if any
5. Gathering and collation of documents
5.1Drafting/finalization of Contract
5.2 Further
review/initials 5.3 Approval and
signature 5.4 Notarization of the
Verification of Pres. Matibag
None 7 days SMD CLSD/ROW and Legal Management Department Vice Presidents President and CEO Notary Public
6. DU/EC/Consortium (with assistance from its counsel of record or of TransCo’s counsel) submits required documents, Affidavits of Witness/es, Certificates of Posting, etc.
6. Pre-filing and Filing with the Energy Regulatory Commission of the Joint Application pertaining to the divestment of STAs
None 3 hours Manager, SDMD Sr. Divestment Specialist, SDMD Engineering Assistant A Corporate Legal Services Department (CLSD)
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7. DU/EC/Consortium closely coordinates with SMD and CLSD
7. Hearings before the ERC, Filing of Compliances and Pleadings
None 2 hours Manager, SDMD Sr. Divestment Specialist, SDMD Manager, Corporate Legal Services Department (CLSD) and VP of ROW and Legal Management Department
8. DU/EC/Consortium opens its books and allows access to SMD
8. Ensuring DU’s compliance with the requirements on the turnover of STAs
None 1 hour Manager, SDMD Sr. Divestment Specialist, SDMD Corporate Attorney
9. Divested sub-transmission asset payment procedure
9. Acceptance and monitoring of monthly amortization payments of the DU
None 30 minutes Sr. Divestment Specialist, SDMD
10. DU/EC/Consortium effects payment of monthly amortization (for Lease Purchase Agreement) or one-time cash payment (for Contract to Sell)
10. Acceptance of full payment from DUs (pre-payment)
None 15 minutes Sr. Divestment Specialist, SDMD
None 17 days and 12 hours and 45 minutes
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TMG-RAD-FFAD: Evaluation/Validation and Processing of Revenue Claims
of FIT-Eligible RE Developers
In accordance with TransCo’s mandate as the FIT-All Fund Administrator.
Office or Division: FIT-All Fund Administration Division
Classification: Complex
Type of Transaction: G2B – Government to Business Entity
Who may avail: FIT-Eligible Renewable Energy Developer
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
FIT Statement of Account (1 Original Copy) FIT-Eligible Renewable Energy Developer
Actual FIT Differential Invoice (1 Original Copy)
FIT-Eligible Renewable Energy Developer
Actual Cost Recovery Revenue (ACRR) Invoice (1 Original Copy)
FIT-Eligible Renewable Energy Developer
Record of Meter Reading (1 Certified True Copy and 1 Electronic Copy)
Metering Service Provider
WESM Settlement Data (1 Electronic Copy) Independent Electricity Market Operator of the Philippines Inc. (IEMOP)
WESM Bill – For Luzon and Visayas (1 Certified True Copy)
Independent Electricity Market Operator of the Philippines Inc. (IEMOP)
Certified Statement of the Cost Recovery Rate/Weighted Average Generation Cost – For Mindanao (1 Certified True Copy)
Host Distribution Utilities
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. FIT-Eligible RE sends billing/ statement of account to FIT-All Fund Administrator on the 15th of the month covering previous month’s generation
1. Receiving of documents through personal delivery or through courier (including scanning and encoding in the TransCo Document System)
1.1. Verify completeness of documentary requirements such as FIT SOA and other attachments in accordance
None 4 hours
4 hours
1. TransCo Central Records Officer (TCRO) and thereafter forward to the Secretary or personnel concerned of the Regulatory Affairs Department (RAD)
1.1. Financial
Specialist, FIT-All Fund Administration Division (FFAD)
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with the FIT-All Guidelines
1.2 Evaluate the computations of RE’s submitted FIT Statement of Account
2 Days
1.2 Financial Specialist/Sr. Financial Specialist A, FFAD
TOTAL
None 3 Days
1.3 On the 30th or 31st day of the month, consolidate the Total RE Developers Claim for the succeeding Payment Date based on actual RE billings on hand.
1.4 Consolidate
and validate Report of Collections
1.5 Prepare Fund Allocation based on the Report of Collection
1.6 Verify
Availability of Funds
1.7 Prepare
Summary of Disbursements & Secure confirmation of Funds Availability with LBP
1.8 Prepare and
accomplish
3 Hours
2 Hours
3 Hours
2 Hours
2 Hours
1 Day
1.3 Financial Specialist/Sr. Financial Specialist A, FFAD
1.4 Sr. Financial Specialist A/Corporate Staff Specialist A, FFAD
1.5 Corporate Staff
Specialist A or Division Manager, FFAD
1.6 Sr. Financial
Specialist A, FFAD
1.7 Sr. Financial
Specialist A, FFAD
1.8 ALL concerned examiners and
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Disbursement Vouchers
1.9 Prepare Payment Instruction to Trustee Bank
1.10 Transmit/ deliver Payment Instruction to the Trustee Bank
1 Day
4 Hours
authorized signatories
1.9 ALL
concerned examiners and authorized signatories
1.10 Financial
Specialist/Sr. Financial Specialist A, FFAD
TOTAL
4 Days
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TMG-RAD-FFAD: Execution of the Renewable Energy Payment Agreement
(REPA) between TransCo and FIT-Eligible Renewable Energy Developer
In accordance with TransCo’s mandate as FIT-All Fund Administrator.
Office or Division: FIT-All Fund Administration Division
Classification: Highly Technical
Type of Transaction: G2B – Government to Business Entity
Who may avail: FIT-Eligible Renewable Energy Developer
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. FOR SIGNING OF REPA
1.1 Articles of Incorporation and By-Laws (1 Certified True Copy)
FIT-Eligible Renewable Energy Developer
1.2 Board Resolution/Secretary's Certificate (Authority to sign REPA)
(1 Original Copy) FIT-Eligible Renewable Energy Developer
1.3 DOE Certificate of Registration (1 Certified True Copy)
Department of Energy (DOE)
1.4 RE Service/Operating Contract (1 Certified True Copy)
Department of Energy (DOE)
1.5 DOE Certificate of Endorsement/ Nomination for FIT Eligibility (1 Certified True Copy)
Department of Energy (DOE)
2. FOR EFFECTIVITY OF REPA
2.1 Signed REPA with Reference Code (1 Certified True Copy)
FIT-Eligible Renewable Energy Developer
2.2 FIT Certificate of Compliance (1 Certified True Copy)
Energy Regulatory Commission (ERC)
2.3 Metering Service Agreement (1 Certified True Copy)
Metering Service Provider
2.4 Connection Agreement (1 Certified True Copy)
National Grid Corporation of the Philippines (NGCP)/Distribution Utilities where it is embedded
2.5 Transmission Service Agreement (1 Certified True Copy)
National Grid Corporation of the Philippines (NGCP)
2.6 BOI Certificate of Registration (1 Certified True Copy)
Board of Investments (BOI)
2.7 BIR Certificate of Registration (1 Certified True Copy)
Bureau of Internal Revenue (BIR)
2.8 Market Participation Agreement (1 Certified True Copy)
Wholesale Electricity Spot Market (WESM)
2.9 WESM Settlement Information Sheet naming FIT-All Account (1 Certified True Copy)
Wholesale Electricity Spot Market (WESM)
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2.10 Renewable Energy Supply Agreement (RESA), as applicable (1 Certified True Copy)
FIT-Eligible Renewable Energy Developer
2.11 Nomination of the RE's Receiving Bank (Secretary’s Certificate) (1 Original Copy)
FIT-Eligible Renewable Energy Developer
2.12 Amendments/Revisions/Extension of any of documents earlier submitted for signing of REPA (1 Certified True Copy)
FIT-Eligible Renewable Energy Developer
2.13 Letter Approval of Registration in the WESM (1 Certified True Copy)
Wholesale Electricity Spot Market (WESM)
2.14 WESM Registration Information Sheet (1 Certified True Copy)
Wholesale Electricity Spot Market (WESM)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
SCENARIO I - WITH COMPLETE REQUIREMENTS FOR MAKING REPA EFFECTIVE
1. Fill-out the checklist of requirements for signing of REPA (FM-T-FA-04 Rev.0), and checklist of requirements for effectivity of REPA (FM-T-FA-05 Rev.1) which can be downloaded from the TransCo website and submit the required documents together with the duly signed copy of the checklist
1. Receive the duly signed checklist including all necessary documents submitted by RE Developer and transmit to the Department Manager
1.1 Peruse the submission of RE Developers and assign to Manager, FIT-All Fund Administration Division (FFAD)/Corporate Staff Specialist A, FFAD for appropriate action
1.2 Evaluate the submission in accordance with the Checklist and coordinate with RE Developer as needed
1.3 If documents submitted are complete, prepare
None 4 hours
4 hours
1 day
4 hours
1. Secretary, Regulatory Affairs Department (RAD)
1.1 Department Manager, RAD
1.2 Corporate Staff Specialist A/ Division Manager, FFAD
1.3 Corporate Staff
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four (4) original copies of REPA, assign control number and stamp date of release of REPA
1.4 Affix initials in the internal REPA (4 sets) and Monitoring Sheet and approve for release to RE Developer for signature
1.5 Advise RE Developer, via email or call, to pick up the copies of REPA and to have it signed by the authorized signatories and notarize thereafter at RE’s end
1 day
4 hours
Specialist A/ Division Manager, FFAD
1.4 Corporate Staff Specialist A/ Division Manager, FFAD
1.5 Corporate Staff Specialist A/ Division Manager, FFAD
2. RE Developer returns the signed and notarized REPA to TransCo
2. Receive the signed and notarized REPA and transmit to the concerned Department Manager
2.1 Peruse the submission of RE Developers and assign to Division Manager/ Corporate Staff Specialist A, FFAD for appropriate action
2.2 Check and review the signatures and notarial page of the REPA upon the return of the copies thereof by the RE Developer.
2.3 Affix initials and signatures of the
None 4 hours
2 hours
4 hours
5 days
2. Secretary, RAD/ Corporate Staff Specialist A/
2.1 Department Manager, RAD
2.2 Corporate Staff Specialist A/ Division Manager, FFAD
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concerned TransCo officials/signatories
2.4 Transmit duly signed copies of REPA to Legal Department for notarization
2.5 Notarize the REPA
2.6 Advise RE Developer to pick-up the duly signed and notarized REPA or send via courier for those RE Developers located outside Metro Manila area.
2.7 Prepare letter to RE Developer/s confirming complete submission of documents and effectivity of REPA and likewise inform WESM for its remittance of ACRR to TransCo.
2 hours
1 day
4 hours
2 days
2.3 ALL concerned and authorized officials/ signatories
2.4 Secretary, RAD
2.5 Corporate Attorney III
2.6 Secretary, RAD
2.7 ALL concerned and authorized officials/ signatories
TOTAL: None 15 days
SCENARIO II - WITH COMPLETE REQUIREMENTS FOR SIGNING OF REPA BUT NO FIT CERTIFICATE OF ELIGIBILITY AT THE TIME OF SIGNING
1. Fill-out the checklist of the requirements for signing of REPA (FM-T-FA-04 Rev.0) which can be downloaded from the TransCo website and submit the required documents together with the duly signed copy of the checklist.
1. Receive the duly signed checklist including all necessary documents submitted by RE Developer and transmit to the Department Manager.
1.1 Peruse the submission by RE Developers and assign to Division
None 4 hours
4 hours
1. Secretary, RAD
1.1 Department Manager, RAD
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Manager/ Corporate Staff Specialist A-FFAD for appropriate action.
1.2 Evaluate the submission in accordance with the Checklist and coordinate with RE Developer as needed.
1.3 If documents submitted are complete, prepare four (4) original copies of REPA, assign control number and stamp date of release of REPA.
1.4 Affix initial the internal REPA (4 sets) and Monitoring Sheet and approve for release and signature by RE Developer
1.5 Advise RE Developer, via email or call, to pick up the copies of REPA and to have it signed by the authorized signatories and notarize thereafter at RE’s end.
2 days
4 hours
1 day
4 hours
1.2 Corporate Staff Specialist A/ Division Manager, FFAD
1.3 Corporate Staff Specialist A/Division Manager, FFAD
1.4 Department Manager, RAD
1.5 Corporate Staff Specialist A/Division Manager FFAD
2. RE Developer returns the signed and notarized REPA to TransCo.
2. Receive the signed and notarized REPA and transmit to the concerned Dept. Manager.
2.1 Peruse the submission of RE Developers and assign to Division Manager/
None 4 hours
2 hours
2. Secretary, RAD
2.1 Department Manager, RAD
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Corporate Staff Specialist A, FFAD for appropriate action.
2.2 Check and review the signatures and notarial page of the REPA upon the return of the copies thereof from the RE Developer. 2.3 Affix initials and signatures on the part of TransCo. 2.4 Transmit duly signed copies of REPA to Legal Department for notarization. 2.5 Notarize the REPA 2.6 Advise RE Developer to pick-up the duly signed and notarized REPA or send via courier for those RE Developers located outside Metro Manila area.
4 hours
5 days
2 hours
1 day 4 hours
2.2 Corporate Staff Specialist A/ Division Manager, FFAD
2.3 ALL concerned and authorized officials/ signatories
2.4 Secretary, RAD
2.5 Corporate Attorney III
2.6 Corporate Staff Specialist A/Division Manager, FFAD
3. For the Effectivity of REPA, the RE Developer should fill-out the checklist of the requirements for effectivity of REPA (FM-T-FA-05 Rev.1) and submit the required documents together with the duly signed copy of the checklist.
3. Receive the signed and notarized REPA and transmit to the concerned Dept. Manager.
3.1 Check the documents submitted by RE Developers and assign to Division Manager /Corporate Staff Specialist A-FFAD for appropriate action.
None 4 hours
4 hours
1 day
3. Secretary, RAD
3.1 Department Manager, RAD
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3.2 Evaluate the documents submitted vis-à-vis the Checklist and coordinate with RE Developer as may be needed.
3.3 Upon validation of complete submission, prepare letter to RE Developer confirming complete submission of documents and effectivity of REPA likewise inform WESM for its remittance of ACRR to TransCo.
5 days
3.2 Corporate Staff Specialist A/ Division Manager, FFAD
3.3 ALL concerned and authorized officials/ signatories
TOTAL: None 20 days
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TMG-UMD-AFAB: ELECTRIC POWER SERVICE CONNECTION
Customers applying for Permanent or Temporary Power Connection are required to pay Meter/Bill
Deposit, based on the assessment of the Energy Audit Group, and Tapping Fee (P500.00 for
Industrial Customers, P250.00 for Commercial Customers and P50.00 for Residential). Deposits
are refundable upon permanent disconnection.
Office or Division: Utility Management Department – Authority of the Freeport Bataan
Classification: Highly Technical
Type of Transaction: G2C – Government to Citizen / G2B – Government to Business Entity
Who may avail: AFAB Registered Locators, Commercial Customers, Residents and Contractors
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Application for Electrical Service Connection (Form FM-T-UM-05A)
TransCo-AFAB office, 3rd Floor, Administration Bldg.
Additional Requirements for Locators:
• Business Registration (Photocopy)
• Electrical Load Plan/Schedule
• Electrical Plan
• Certificate of Electrical Inspection
• Zero-Rated VAT Certificate (optional)
Registration Division, AFAB Provided by the Applicant Provided by the Applicant Infrastructure and Maintenance Division, AFAB
Registration Division, AFAB
Additional Requirements for Commercial Customers:
• Business Registration (Photocopy)
• Electrical Load Plan/Schedule
• Zero-Rated VAT Certificate (optional)
Registration Division, AFAB Provided by the Applicant Registration Division, AFAB
Additional Requirement for Residential Customers:
• Notice of Award or Lease Contract (Photocopy)
Community Services Division, AFAB
Additional Requirements for Contractors:
• Letter of Request
• Proof of Contract (i.e. Notice to Proceed, Work/Job Order, Purchase Order)
Provided by the Applicant Contracting Agency
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING
TIME
PERSON RESPONSIBLE
1. Submit Filled-up Application for Power Service Connection (FM-T-UM-05A)
1. Receive application and verify completeness of requirements
1.1. Confirmation of
Freeport
None
None
5 minutes
1 day
Corporate Staff Assistant
Head, AFAB-FFD
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Facilities Dept. of AFAB
1.2. Assessment and
site inspection
1.3. Prepare meter/ bill deposit computation and recommend for approval
1.4. Final approval of
application
1.5. Notify customer of approved application
None
None
None
None
2 days
1 day
3 days
5 minutes
Energy Audit Group
Principal Engr. C
and Division Manager
AFAB Chairman and Administrator
Corporate Staff
Assistant
2. Payment of Deposit and Tapping Fee
2. Issuance of Official Receipt
2.1 Installation of
meter
Based on computation
None
5 minutes
1 day
Sr. Cashier B / Collection Officer
Energy Audit
Group
TOTAL: 8 days and 15 minutes
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TMG-UMD-AFAB: PAYMENT OF POWER BILLS
Power Bills issued by the Agency are for registered locators, commercial and residential customers
within the Freeport Area of Bataan. Due date is every 25th of the succeeding month, or the next
working day if it falls on a Saturday, Sunday or Holiday. Twelve percent (12%) interest per annum
will be charged to all overdue accounts computed based on a 360-day year.
Office or Division: Utility Management Department – Authority of the Freeport Bataan
Classification: Simple
Type of Transaction: G2C – Government to Citizen / G2B – Government to Business Entity
Who may avail: All power consumers of the Freeport Area of Bataan
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Queuing Number Frontdesk at Ground Floor, AFAB Admin. Bldg.
Copy of Power Bill (optional) Distributed Monthly to customers
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Secure Queuing Number and wait for the assigned number to be called.
1. Assist/Guide customer, if necessary
None 1 minute AFAB Front desk / Collection Officer
2. Verify Outstanding Account
2. Verification of Customer Ledger
None 2 minutes Sr. Cashier B / Collection Officer
3. Payment of Power Bill/s
3. Issuance of Official Receipt
Based on Bill
2 minutes per transaction
Sr. Cashier B / Collection Officer
TOTAL: 5 minutes
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Head Office
Internal Services
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OCS: Issuance of Secretary’s Certificate, Board Instructions, Certified Copies
of Board Resolutions and Excerpts of the Minutes of the Meetings
The Office of the Corporate Secretary ensures the integrity of the governance framework, being
responsible for the efficient administration of National Transmission Corporation, guaranteeing
compliance with the statutory and regulatory requirements. In addition, it is tasked to dutifully
maintain corporate records, and ensure that the creation and contents of these records truly and
accurately reflect the decisions and directives of the Board.
Office or Division: Office of the Corporate Secretary
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: All TransCo Internal Customers (Employees, Group, Department, Division)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Document Request Form (DRF) Office of the Corporate Secretary (OCS)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Secure one (1) copy of the Document Request Form from the OCS
1. Issuance of the Document Request Form to the client
None 1 Minute
Liaison Officer, Or
Corporate Staff Assistant B
or Administrative
Officer A
2. Returns to the OCS the accomplished DRF
2.1 Form should be signed by the Head of the requesting Department/ Division
2. Receives the accomplished DRF
None 1 Minute
Corporate Staff Assistant B
or Corporate Staff
Specialist C
3. Waits for the release of the document/s requested
3. Reviews and checks for the completeness of the accomplished DRF
3.1 Document/s will be retrieved from
None
3 Minutes
Corporate Staff
Specialist C
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the records and/or prepare the draft certification/document/s for the approval/ signature by the Corporate Secretary
3.2 The accomplished
DRF together with the Document/s requested shall be forwarded to the Corporate Secretary for approval/ signature
3.3 The Corporate
Secretary will evaluate, review approve and sign the requested document/s
50 Minutes
10 Minutes
15 Minutes
Corporate Staff
Specialist C
Corporate Staff Specialist C
Corporate Secretary
4. Receives the Document/s requested
4. Document/s requested is/are released to client
4.1 Client will sign on the DRF as proof of receipt of the requested document/s
4.2 OCS will file the DRF on its records
None
1 Minute
1 Minute
3 Minutes
Corporate Staff Specialist C
Corporate Staff Specialist C
Corporate Staff Assistant B
TOTAL: None 1 Hour and 25
Minutes
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OP-PSDD-CISITD: IS Support
Support and maintain the existing TransCo application systems and generate the Ad-hoc reports
for all cost centers.
Office or Division: Corporate IS/IT Division
Classification: Complex
Type of Transaction: G2G – Government to Government
Who may avail: TransCo Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
E-mail request (1 email request) CISITD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Email request must indicate the following information: a) Specify the
Application System requested
b) Name of the Employee
1. Grant user access
None 2 hours
Chief IS/IT Specialist
or Sr. IS Specialist
or Programmer III
or Information Data
Analyst or
Information Analyst II
2. Request for additional and enhancement of the report
2. If basic Report, after creation or modification, CISIT will inform the employee thru email
None 2 days
Chief IS/IT Specialist
or Sr. IS Specialist
or Programmer III
or Information Data
Analyst or
Information Analyst II
2.1 If Complex Report, after creation or modification, CISIT will inform the employee thru email
None 4 days
Chief IS/IT Specialist
or Sr. IS Specialist
or Programmer III
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or Information Data
Analyst or
Information Analyst II
3. Employee validates the requested report
3. If there are fixes, CISIT will apply the fix and inform the employee thru email
None 2 days
Chief IS/IT Specialist
or Sr. IS Specialist
or Programmer III
or Information Data
Analyst or
Information Analyst II
4. Employee acknowledges the completed request
None
TOTAL: none 6 days & 2 hours (max.)
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OP-PSDD-CISITD: IT Support
Support and maintain TransCo ICT Infrastructure including Application servers, Data Center, IT
Network Security, ICT Procurement, Email-server, and hardware technical support.
Office or Division: Corporate IS/IT Division (CISITD)
Classification: Complex
Type of Transaction: G2G – Government to Government
Who may avail: TransCo Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Job Request Form (1 copy) CISITD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Employee calls CISIT for technical support
1. CISIT answers the call and visit the employee. 1.2 CISIT diagnose the problem reported.
None 1 hour
Sr. IT Specialist or
IT Analyst or
Information Analyst II
2. Employee fills out the Job Request Form
2. If the problem reported is complex, the hardware unit will be removed from the employee’s workstation and further troubleshooting will be done at CISIT.
None 2-3 days
Sr. IT Specialist or
IT Analyst or
Information Analyst II
2.1 If the problem reported is simple, CISIT will fix the problem immediately upon visit.
None 1 day
Sr. IT Specialist or
IT Analyst or
Information Analyst II
3. Employee signs the Job Request Form once IT Support completes the service
3. CISIT files the signed Job Request Form
None 1 hour
Sr. IT Specialist or
IT Analyst or
Information Analyst II
TOTAL: None 4 days & 2 hours (max.)
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RMSG-FSD-FPTD: Processing of Payment thru Issuance of Corporate Check
Prepare and sign check/s based on the pre-audited disbursement vouchers and in accordance
with the approved Manual of Approvals (MOA).
Office or Division: Financial Planning and Treasury Division (FPTD)
Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: All TransCo Personnel
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Original Approved and Pre-audited Disbursement Voucher (DV) with all supporting documents
General Accounting Division (GAD), Financial Services Department (FSD)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. GAD -forward the original approved pre-audited disbursement voucher with all supporting documents to FPTD
1. Receive the approved and pre-audited disbursement voucher with all supporting documents and stamp “Received” 1.1 Check the net
amount due vis-à-vis coding sheet and check completeness of signatories
1.2 Allocate fund 1.3 Encode the funded
DV in the Corporate Fund Management System (CFMS)
1.4 Prepare and attach the routing slip
None
30 minutes
Sr. Financial Specialist B, FPTD
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1.6 Receive, review funded DV and encode details in the CFMS
1.7 Print check and attach to the DV
1.8 Print the transmittal
and route for signature
1.9 Prepare the bank
advice (statement of checks prepared)
None
2 hours
Sr. Financial Analyst (Cashier), FPTD
1.10 Review and sign the check in accordance with the MOA
1.11 Review and
countersign check in accordance with the MOA
1.12 Sign the bank
advice
1.13 Forward the signed bank advice to the depository bank
None
1 hour
1 hour
10 minutes
10 minutes
Sr. Financial Specialist A or Division Manager, FPTD Sr. Financial Specialist A or Division Manager, GAD Division Manager, FPTD Sr. Financial Analyst (Cashier), FPTD
1.14 Prepare the Certificate of
Creditable Withholding Taxes (BIR forms 2306 and 2307)
1.15 Review and sign the Certificate of Creditable Withholding Taxes (BIR forms 2306 and 2307)
None 2 hours
20 minutes
Financial Analyst A, Financial Reporting and Tax Compliance Division (FRTCD)
Division Manager, FRTCD
1.16 Notify thru e-mail the person responsible (end-user/group/
None 10 minutes
Sr. Financial Analyst (Cashier), FPTD
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division where the DV originates) on the availability of check for release
TOTAL: 7 hours and 20 minutes
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RMSG-FSD-FPTD: Processing of Payment thru Issuance of Manager’s Check
(MC)
Prepare Payment Instruction (PI) based on the pre-audited disbursement vouchers and in
accordance with the approved Manual of Approvals (MOA).
Office or Division: Financial Planning and Treasury Division (FPTD)
Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: All TransCo Personnel
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Original Approved and Pre-audited Disbursement Voucher (DV) with all supporting documents
General Accounting Division (GAD), Financial Services Department (FSD)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. GAD -forward the original approved pre-audited disbursement voucher with all supporting documents to FPTD
1. Receive the approved and pre-audited disbursement voucher with all supporting documents and stamp “Received” 1.1 Check the net amount due vis-à-vis coding sheet and check completeness of signatories
1.2 Allocate fund 1.3 Prepare Payment
Instruction (PI) thru the Management Corporate Fund Management System (CFMS)
1.4 Prepare and attach the routing slip
None
30 minutes
Sr. Financial Specialist B, FPTD
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1.5 Review, check and initial
1.6 Review, initial or
sign in accordance with the MOA
20 minutes
20 minutes
Sr. Financial Specialist A, FPTD Division Manager, FPTD
1.7 Review, sign accordance with the MOA
1.8 Examine, verify
1.9 Review, verify and initial
1.10 Review and counter-sign in accordance with the MOA
1.11 Approve/Sign PI – (ROW claims only)
None
20 minutes
1 hour
20 minutes
20 minutes
2 days
Department Manager, FSD Financial Specialist, GAD Sr. Financial Specialist A, GAD Division Manager, GAD or Vice President, RMSG President and CEO, TransCo
1.12 Forward the signed payment instruction to Landbank
1.13 Prepare the
Manager’s Check (MC)
1.14 Receive MC from
Landbank
1.15 Prepare the Certificate of
Creditable Withholding Taxes (BIR forms 2306 and 2307)
1.18 Review and sign
the Certificate of Creditable Withholding Taxes (BIR
None
10 minutes
2 hours
10 minutes
1 hour and 30 minutes
Sr. Financial Specialist B, FPTD Landbank, NPC-Branch Sr. Financial Specialist B, FPTD Financial Analyst A, Financial Reporting and Tax Compliance Division (FRTCD)
102 | P a g e
forms 2306 and 2307)
10 minutes Division Manager, FRTCD
1.19 Notify thru e-mail the person responsible (end-user/group/ division where the DV originates) on the availability of MC for release
None 10 minutes
Sr. Financial Analyst (Cashier), FPTD
TOTAL: 2 days, 7
hours and 20 minutes
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RMSG-FSD-FPTD: Releasing of Cash Payment
Release of cash to TransCo employees for payment of personal claims.
Office or Division: Financial Planning and Treasury Division
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: TransCo employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Original approved pre-audited cash Disbursement Voucher
General Accounting Division (GAD)
Principal
Original TransCo Issued Identification Card (ID) or Government Issued ID
TransCo issued ID, BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig
Representative
Authorization Letter from the principal claimant
Principal claimant
(1) Photocopy of TransCo Issued ID or Government Issued ID
Company issued ID, BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig
Original Company ID or Government Issued ID of the authorized representative
One (1) Photocopy of the original ID presented
Company issued ID, BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Proceed to Cashier’s
window and
present/submit the pre-
audited disbursement
voucher and other
required documents
1. Receive, check
the
Disbursement
Voucher
including other
documents
presented
1.1. Hand over the cash to the claimant or representative
None 10 minutes Sr. Financial Analyst/Cashier, FPTD
2. Receive the cash 2.1 Sign the
Disbursement Voucher on the
2. Record the payment of pre-audited Disbursement Voucher in the Corporate Fund
None 15 minutes Sr. Financial Analyst/Cashier, FPTD
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‘Received Payment’ portion
Management System (CFMS)
TOTAL: 25 minutes
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RMSG-FSD-FPTD: Releasing of Check Payment - Employees
Release of check to TransCo employees for payment of personal claims.
Office or Division: Financial Planning and Treasury Division
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: TransCo employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Principal
One (1) Original Government Issued ID or Company ID
BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig or Company issued ID
One (1) Photocopy of Original ID’s presented
Representative
Authorization Letter from the principal claimant or Special Power of Attorney (SPA)
Principal claimant
One (1) Photocopy of Government Issued ID or Company ID of the principal claimant with original signature
BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig or TransCo issued ID
One (1) Original Government Issued ID or Company ID of the authorized representative One (1) Photocopy of the original ID presented
BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig or Company issued ID
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Proceed to Cashier’s
window and
present/submit the
required documents
1. Receive, verify
the documents
presented to
ensure that
check payment
is released to
valid/ authorized
claimant/
representative
1.1. Hand over the disbursement voucher and
None 10 minutes Sr. Financial Analyst/Cashier, FPTD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
106 | P a g e
photocopy of check to the claimant/ authorized representative
2. Sign the disbursement voucher on the ‘Received Payment’ portion
2. Check the signature on the disbursement voucher
2.1 Release the
check to the client
None 30 minutes Sr. Financial Analyst/Cashier, FPTD
3. Receive the check 3.1 Sign the Statement of
Checks Prepared and provide other information required
3. Record the release of check in the Corporate Fund Management System (CFMS)
None 10 minutes Sr. Financial Analyst/Cashier, FPTD
TOTAL: 50 minutes
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Advertising and
Publication
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Simple
Who may avail: All Cost Center
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Additional documents for tax purposes.
- Certificate of Registration from BIR - Certificate of Tax exemption or /its
equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption
Cost Center concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents. -Pre-Audit and
none 2 days
Financial Specialist/ Examiner/ Supervisor/ Division Manager
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examine claim and affix initial/signature in the appropriate box of DV
per Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 2 hours
Financial Specialist/ Examiner/ Supervisor/ Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 2 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 hour
Financial Specialist/ Examiner/Supervisor/Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 2 days 7
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Airfare, Supplies
and Equipment sourced thru DBM-Procurement Service
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Complex
Who may avail: Procurement Management Division/General Services Division
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual and COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Tickets and Boarding pass Summary of Bookings Justification for rebooking/cancellation Travel Order/Office Order
Procurement Management Division/General Services Division/Cost Center concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents. -Pre-Audit and examine claim and
none 6 days
Financial Specialist/ Examiner/ Supervisor/ Division Manager per Manual of Approvals (MOA)
110 | P a g e
affix initial/signature in the appropriate box of DV
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 2 hours
Financial Specialist/Examiner/Supervisor/Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 2 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 2 hours
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 7 days
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Annual Physical
Examination /Executive Check-up
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Complex
Who may avail: Human Resources and Administrative Department
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Additional documents for tax purposes.
- Certificate of Registration from BIR - Certificate of Tax exemption or its
equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption
Human Resources and Administrative Department
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.
-Pre-Audit and
none 5 days
Financial Specialist/ Examiner/ Supervisor/ Division Manager
112 | P a g e
examine claim and affix initial/signature in the appropriate box of DV
per Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 2 hours
Financial Specialist/Examiner/Supervisor/Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 3 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 day
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 6 days 7
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Consulting
Services
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Complex
Who may avail: All Cost Center
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Additional documents for tax purposes.
- Certificate of Registration from BIR - Certificate of Tax exemption or its
equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption
Cost Center concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1.Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim
- ensure the validity of claim. Ensure the completeness of
none 5 days
Financial Specialist/ Examiner/ Supervisor/ Division Manager
114 | P a g e
Supporting documents. -Pre-Audit and examine claim and affix initial/ signature in the appropriate box of DV
per Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 2 hours
Financial Specialist/ Examiner/ Supervisor/ Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 3 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 day
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 6 days 7
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – General Support
Services (Janitorial, Security, Maintenance, and similar services)
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Complex
Who may avail: Human Resources and Administrative Department
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Certificate of Registration from BIR
Human Resources and Administrative Department
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents. -Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV
none 5 days
Financial Specialist/ Examiner/ Supervisor/ Division Manager per Manual of Approvals (MOA)
none 2 hours Financial Specialist/
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1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
Examiner/ Supervisor/ Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 3 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 day
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 6 days 7
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Infrastructure
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Highly Technical
Who may avail: All Cost Center
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Additional documents for tax purposes.
- Certificate of Registration from BIR - Certificate of Tax exemption or its
equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption
Cost Center Concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1.Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring. 1.2 Assign DV number and forward to Pre-Audit Examiners
None 1 hour
Financial Analyst
1.3 Examine claim - ensure the validity of claim. Ensure the completeness of Supporting documents. -Pre-Audit and examine claim and
none 7 days
Financial Specialist/ Examiner/ Supervisor/ Division Manager per Manual of Approvals (MOA)
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affix initial/signature in the appropriate box of DV
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 2 hours
Financial Specialist/ Examiner/ Supervisor/ Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/ signature to signify funds availability in the appropriate box of the DV
none 3 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 day
Financial Specialist/ Examiner/Supervisor/Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 8 days 7
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Light and Water
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Simple
Who may avail: General Services Division/ Satellite Office
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Additional documents for tax purposes.
- Certificate of Registration from BIR - Certificate of Tax exemption or its
equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption
Cost Center concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents. -Pre-Audit and examine claim and
none 2 days
Financial Specialist/Examiner/Supervisor/Division Manager per Manual of Approvals (MOA)
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affix initial/signature in the appropriate box of DV
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 1 hour
Financial Specialist/Examiner/Supervisor/Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 2 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 2 hours
Financial Specialist/ Examiner/Supervisor/Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 2 days 7
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Other Services
(Application for various Licenses, Registration for Seminar/Convention and
other External Programs)
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Simple
Who may avail: All Cost Center
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Additional documents for tax purposes.
- Certificate of Registration from BIR - Certificate of Tax exemption or its
equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption
Cost Center concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.
none 2 days
Financial Specialist/Examiner/Supervisor/Division Manager per
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-Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV
Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 2 hours
Financial Specialist/ Examiner/ Supervisor/ Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 2 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 hour
Financial Specialist/ Examiner/Supervisor/Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 2 days 7
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Procurement of
Goods (Supplies, Equipment and Motor Vehicle)
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Complex
Who may avail: All Cost Center
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Additional documents for tax purposes.
- Certificate of Registration from BIR - Certificate of Tax exemption and its
equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption
Cost Center concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1.Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.
-Pre-Audit and
none 5 days
Financial Specialist/ Examiner/ Supervisor/ Division Manager
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examine claim and affix initial/signature in the appropriate box of DV
per Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 2 hours
Financial Specialist/ Examiner/ Supervisor/ Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 3 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre- audited claim
none 1 day
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 6 days 7
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Refund of Bid
Bond/Bond Security/ Performance Bond
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Simple
Who may avail: Procurement Management Division
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual and COA Circular No. 2012-01 and its amendments
Procurement Management Division
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.
-Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV
none 2 days
Financial Specialist/ Examiner/ Supervisor/Division Manager per Manual of Approval (MOA)
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 2 hours
Financial Specialist/ Examiner/ Supervisor/ Manager
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1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 2 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 hour
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 2 days 7
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Reimbursement
of Meals and other Miscellaneous expense
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Simple
Who may avail: All Cost Center/Employee
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and its amendments and BIR compliant Receipts/Invoices
Cost Center/Employee concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.
-Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV
none 2 days
Financial Specialist/Examiner/Supervisor/Division Manager per Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes,
none 2 hours
Financial Specialist/Examiner/Supervisor/Manager
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Affix initial/signature in the appropriate box.
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 2 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 hour
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 2 days 7
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Reimbursement
of Tuition Fees/including Terminal and Separation pay
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Complex
Who may avail: HR Management and Development Division/Employee
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, and COA Circular No. 2012-01 and its amendments and BIR compliant receipts/invoices
HR Management and Development Division/Employee concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.
-Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV
none 6 days
Financial Specialist/Examiner/Supervisor/Division Manager per Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes,
none 2 hours
Financial Specialist/ Examiner/ Supervisor/
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Affix initial/ signature in the appropriate box.
Division Manager per MOA
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/ signature to signify funds availability in the appropriate box of the DV
none 2 hours
Sr. Financial Specialist /Immediate Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 hour
Financial Specialist/ Examiner/Supervisor/Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 6 days 7 hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Rental Contract
for Venue/ Vehicle/ Equipment and similar activities, and Repair and
Maintenance (Equipment and Motor Vehicles)
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Complex
Who may avail: All Cost Center
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Additional documents for tax purposes.
- Certificate of Registration from BIR - Certificate of Tax exemption or its
equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption
Cost Center concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.
none 5 days
Financial Specialist/ Examiner/ Supervisor/Division Manager per
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-Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV
Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 2 hours
Financial Specialist/ Examiner / Supervisor/ Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 2 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 day
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 6 days 6
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Revolving
Fund/Working Fund (Cash Advance, Replenishment and Liquidation)
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Complex
Who may avail: All Cost Center
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and its amendments and BIR compliant Receipts/Invoices
Cost Center/Employee concern
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.
-Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV
none 5 days
Financial Specialist/ Examiner/ Supervisor/ Division Manager per Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes,
none 1 day
Financial Specialist/Examiner/Supervisor/Manager
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Affix initial/signature in the appropriate box.
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 3 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 2 hours
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 6 days 7 hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – ROW Claims
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Highly Technical
Who may avail: ROW-Legal group
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and IRR of RA 8974 and RA 10752 (as applicable), and its amendments Certification from the Bank/its equivalent with regard to the non-withdrawal of provisional deposit (for expropriation cases) Additional documents If the landowner is a Corporation/Company.
- Certificate of Registration from BIR (if the landowner is a corporation)
- Certification as to the classification of the land whether ordinary or capital asset.
- Certificate of tax exemption or its equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption
Right-Of-Way - Legal Group
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1.Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/Disbursement Control System (DCS) for proper monitoring
none 1 hour Financial Analyst
136 | P a g e
1.2 Assign DV number and forward to Pre-Audit Examiners
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of Supporting documents.
-Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV
none 7 days
Financial Specialist/ Examiner/ Supervisor/ Division Manager per Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/ signature in the appropriate box.
none 2 hours
Financial Specialist/ Examiner/ Supervisor/ Division Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 3 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 2 days
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 9 days and 7 hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Salary, Employee
Benefits and Statutory Remittances
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Simple
Who may avail: HR Management and Development Division/Employee
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, and COA Circular No. 2012-01 and its amendments
HR Management and Development. Division/ employee concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimants’ name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.
-Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV
none 2 days
Financial Specialist/Examiner/Supervisor/Division Manager per Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 4 hours
Financial Specialist/ Examiner/ Supervisor/
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Division Manager per MOA
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 1 hour
Sr. Financial Specialist /Immediate Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 hour
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 3 days
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Telephone,
Cellphone and Cable Charges
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Complex
Who may avail: General Services Division/Satellite Office
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Additional documents for tax purposes.
- Certificate of Registration from BIR - Certificate of Tax exemption or its
equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption
General Services Division/Satellite Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.
-Pre-Audit and
none 5 days
Financial Specialist/Examiner/Supervisor/Division Manager per Manual of Approvals (MOA)
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examine claim and affix initial/signature in the appropriate box of DV
1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.
none 2 hours
Financial Specialist/Examiner/Supervisor/Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 3 hours
Sr. Financial Specialist / Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 1 day
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 6 days 7
hours
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RMSG-FSD-GAD: Processing of Corporate Disbursements – Travel (Cash
Advance, Liquidation and Reimbursement)
All corporate disbursements shall undergo pre-audit processing before payments are made and
shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting
the disbursement transaction in accordance with government laws, rules and regulations, including
corporate policies.
Office or Division:
General Accounting Division
Classification: G2G – Government to Government
Type of Transaction:
Complex
Who may avail: All Cost Center/employee
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and its amendments and Transco Circular 2019-11
Cost Center/employee concerned
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of DV with complete supporting documents
1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners
none
1 hour
Financial Analyst
1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.
-Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV
none 5 days
Financial Specialist/Examiner/Supervisor/Division Manager per Manual of Approvals (MOA)
1.4 Prepare coding sheets - Ensure correct codes,
none 5 hours Financial Specialist/ Examiner/
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Affix initial/ signature in the appropriate box.
Supervisor/ Division Manager
1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV
none 4 hours
Sr. Financial Specialist/ Supervisor/ Division Manager per MOA
1.6 Review/approve pre-audited claim
none 3 hours
Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA
1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD
none
30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)
Financial Analyst
TOTAL: 6 days 6
hours
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RMSG-HRAD-GSD: Availment of TransCo Dormitory Accommodation (Check-
in and Check-out)
Employees who are on official travel may avail accommodation from accredited hotels and/or the TransCo Dormitory. Pursuant to MG2019-04, an Authority to Stay at the TransCo Dormitory shall be accomplished by the concerned personnel for early/late travel schedules (for HO personnel).
Office or Division: General Services Division
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: TransCo Employees; NGCP and other employees of the Energy Family Sector; Immediate Family Members of Employees, private individuals and groups as endorsed by TransCo employees.
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Travel orders/Office Orders/Vehicle Trip Ticket (VTT) (if for official use)
Dormitory or General Services Division
Authority to Stay (ATS) (for both official and personal use)
Dormitory or General Services Division
Charge Slip Form (if for personal use) Dormitory or General Services Division
Order Payment Forms (if for personal use) Dormitory or General Services Division
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Secure ATS for accommodation and fill out the form to be signed by the authorized signatories (All activities shall be arranged at least one (1) week prior to check-in)
1. Schedules booking
None 10 mins • Employee
• CC Head
• Manager, GSD
• Manager, HRAD
• Corporate Staff Officer
2. Submit duly signed form together with Travel order/VTT either thru fax or via phone call
2. Accepts the form, reviews the necessary attachment/s, and validates the entitlement of the requesting personnel
2.1 Checks the availability of rooms for accommodation
2.2 Submits the ATS for approval of
None 20 mins upon receipt of the signed request form and submission of complete requirements
• Employee
• Corporate Staff Officer
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authorized signatories
3. Follow up status of request.
3. Provides feedback either thru phone call/fax, and/or signing of the form
3.1 Accepts or denies reservation
None 1 day (Feedback shall be within the day upon receipt of the request form)
Corporate Staff Officer
4. Upon check-in for accepted reservations, guests shall present ATS and ID if necessary for validation/ identification purposes.
4. After verification, Front Desk Officer requests guest to fill up standard form requirements
4.1 Assists guests to their room assignments.
None Check in time,15 minutes
Corporate Staff Officer
5. Upon check-out, guest shall be issued by a charge slip for review, signature/ attestation as basis for charging either to personal account or for debit
5. Issues a charge slip for review, signature/ attestation
None 15 minutes prior to check-out
• Corporate Staff Officer
6. Review, validate, and accept or comment on charge slip issued
6. Issuance of Charge Slip Form, Order Payment Forms
None 15 minutes • Corporate Staff Officer
7. For personal account, pay the necessary billing to TransCo cashier.
7. Front Desk issues payment order together with the duly signed charge slip for guest payment directly to cashier.
Executive Room P1,000/ day Double – 1,400/ room/day or P700/ bed/day Quintet – P2,000/ room/day or P400/ bed/day
20 minutes • Guest/s
• Corporate Staff Officer
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8. Guest presents Official Receipt of payment prior to check-out.
8. Checks and photocopies payment OR for record keeping
8.1 Logs guest check out
None 10 minutes • Guest/s
• Corporate Staff Officer
• Senior Cashier
TOTAL: Payment based on approved room rates
Before and upon check-in: 1 day, 45 mins
Check-out (if for official use): 30 mins
Check-out (if for personal use): 1 hour
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RMSG-HRAD-GSD: Availment of Transportation Services
Employees who are on official travel may avail of transportation services.
Office or Division: General Services Division
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: TransCo Personnel
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Vehicle Trip Ticket (VTT) General Services Division
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit accomplished VTT
1. Receive/ accept the VTT
1.2 Check availability of vehicle and driver
1.3 Assign control no. and accomplish Part B of VTT
1.4 Inform assigned driver of the travel
None 1 hour • Employee
• Transportation Officer A
2. Accomplish Part D of VTT upon completion of travel
2. Assigned Driver to secure/request the passenger to sign the Part D of VTT
None 2 minutes • Employee
• Driver-Mechanic
TOTAL: None Before the travel: 1 hour
After the travel: 2 minutes
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RMSG-HRAD-GSD: Issuance of Warehouse Requisition Slip (WRS) and
Materials Issue Voucher (MIV)
WRS is used in obtaining common office supplies (MSE) from the GSD Property Custodian.
MSE refers to all other items with a unit cost of Php 15,000 and below (i.e. common office supplies and equipment: consumable and non-consumable); mostly office consumables and can be requested and utilized by more than 1 personnel, if not the whole office.
Office or Division: General Services Division
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: TransCo Personnel
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Warehouse Requisition Slip (WRS) General Services Division
Materials Issue Voucher (MIV) General Services Division
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Concerned employee shall prepare the WRS and submit to the Property Officer A
1. Property Officer A shall assist the end-user in acquiring the available supplies at the GSD warehouse.
None 30 minutes • Employee
• Property Officer A
2. Receive and Accept the supplies
2. Property Officer A shall issue the corresponding MIV to the end-user.
None 30 minutes Property Officer A
TOTAL: None 1 hour
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RMSG-HRAD-HRMDD: Facilitation of Executive Check-Up Executive Check-Up (ECU) consists of a more comprehensive medical examination, including eye examinations and dental procedures conducted in accredited hospitals. All employees occupying JG 16 (SG 24) and above including those in acting capacity for a period of six (6) months are covered by this program. The program can be extended to non-managerial employees who are recommended by their Attending Physician to undergo extensive medical examination subject to the approval of the Functional Group Head concerned.
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: All TransCo Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Executive Check Up Request Concerned Employee
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit the request to HRMDD
1. Upon receipt of request, coordinate/email to the employee for the Executive Check-up Package
None 1 hour
Sr. HR Analyst (Compensation and benefits Section)
1.1 Upon receipt of confirmation from the employee re ECU package, send email to and coordinate with the medical center/ hospital/ provider for the confirmation of schedule
None 0.5 day Sr. HR Analyst (Compensation and benefits Section)
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1.2 Upon receipt of confirmation of schedule with the accredited medical center/hospital or provider, prepare and submit Letter of Authorization (LOA) for signature/initial of HRMDD Manager and approval of HRAD
None 2 hours
Sr. HR Analyst (Compensation and benefits Section)
1.3 Initial and sign LOA; email signed copy of LOA to the medical/hospital/ provider and notify employee concerned.
None 0.5 day
Sr. Compensation and Benefits Specialist Manager, HRMDD Manager, HRAD
1.4 Upon Receipt of the signed Billing Statement from the medical/ hospital/ provider, prepare Disbursement Voucher for the processing of payment to the medical center/hospital and submit the signed DV to Pre-Audit (General Accounting Division).
None 1 day
Sr. HR Analyst (Compensation and benefits Section) Manager, HRMDD Manager, HRAD
TOTAL: 2 days, 3 hours
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RMSG-HRAD-HRMDD: Facilitation of Participation in Local External Training
Programs
Local External Programs are learning and development programs such as training, seminar, conferences, symposia and similar non-training gatherings which are conducted by government training providers (e.g. CSC), non-government and private organizations or associations. Attendance to local external programs shall be allowed to address the competency gaps and career growth requirement of the position and needed to the group’s core functions.
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Complex
Type of Transaction: G2G – Government to Government
Who may avail: All TransCo Personnel
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
COMMON REQUIREMENTS FOR ALL
Training Request Cost Center Heads Concerned
Copy of Invitation Training Provider
Copy of Registration Form Training Provider
SITUATIONAL REQUIREMENTS (For those who will facilitate their registration with the training provider)
BIR Certificate of Registration (Form 2303)
Training Provider
BIR Registered Billing Statement (if any)
Training Provider
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submits the required documents to HRMDD
1. Receives all the required documents from the respective Cost Center
None 5 mins
Sr. HR Analyst (Recruitment and Training Section)
1.1 Validates the request for training if aligned with the existing function and competency requirements of the position
None 2 days Sr. HR Analyst Sr. HR Specialist (Recruitment and Training Section)
1.2 Facilitates registration with the training provider upon receipt of complete required documents.
None 1 day
Sr. HR Analyst (Recruitment and Training Section)
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1.3 Upon confirmation of registration by the training provider, prepares and submits Office Order for signature of the Manager (HRAD)/Vice President (RMSG)/ President and CEO
None 1 day Sr. HR Analyst Sr. HR Specialist (Recruitment and Training Section)
1.1 Upon receipt of approved Office Order, submits it to the General Services Division for numbering and for dissemination to all the participants.
None 1 hour
Sr. HR Analyst (Recruitment and Training Section)
1.2 Prepare Disbursement Voucher for the processing of payment to the training provider
None 1 day
Sr. HR Analyst Sr. HR Specialist (Recruitment and Training Section)
1.3 Upon receipt of signed DV submit to Pre-Audit (General Accounting Division)
None 30 mins Sr. HR Analyst (Recruitment and Training Section)
TOTAL: 5 days, 1 hour, 35 mins
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RMSG-HRAD-HRMDD: Issuance of Certificate of Income and Employment and
Service Record
Certification issued to employees/former employees who need a record of their employment/monthly
salaries for records or for pending claims purposes.
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: TransCo employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request form/E-mail Employee
Employment Records/HRIS profile HRMDD through the HRIS or 201 files
If claimed through a representative: Letter of Authorization signed by the employee with a copy of the requesting employee’s ID
Claimant
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Accomplish the Request form/email request to HRMDD
1. Receives and evaluates the request and checks the HRIS to verify the employee records
None 1 day HR Assistant, Compensation and Benefits Section
1.1 Generates the certification/service record in the HRIS based on the remittance record found in the system; prepares the requested certificate
None 1 day HR Assistant, Compensation and Benefits Section
1.2 Reviews/validates Certification/Service Record for the signature of the HRMDD Manager and prepares it for release
None 0.5 day Sr. ComBen Specialist, Compensation and Benefits Section; Manager, HRMDD
2. Receive Certificate from HRMDD
2. Upon signing of the Certificate, scan copy, notifies client and release original copy
None 0.5 day HR Assistant Compensation and Benefits Section
TOTAL: 3 days
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RMSG-HRAD-HRMDD: Issuance of Certificate of Last Salary Received
This certification may be requested by former TransCo employees who transferred to another
government agency or who were separated from the service.
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Former TransCo employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Payslip Client’s copy
Request Form HRMDD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Accomplish the Request form for the indicated service
1. Receives the request and checks the HRIS to verify the employee’s payroll records
None 1 day HR Assistant, Compensation and Benefits Section
1.1 If found on the HRIS and is a verified employee, prepares the certification based on the last payroll record and/or payslip provided
None 1 day HR Specialist, Compensation and Benefits Section
1.2 Review, Initial/sign certificate
None 1 day Sr. ComBen Specialist, Compensation and Benefits Section; Manager, HRMDD
2. Receive Certificate from HRMDD
2. Upon signing of the Certificate, scan copy, notify client, and release original copy
None HR Assistant, Compensation and Benefits Section
TOTAL: 3 days
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RMSG-HRAD-HRMDD: Issuance of Certificate of Leave Credits/LWOP
Certification issued to employees/former employees who need a record of their leave credits or
leave/s without pay for records purposes.
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Complex
Type of Transaction: G2G – Government to Government
Who may avail: TransCo employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request form/E-mail Employee
Employment Records/HRIS profile HRMDD through the HRIS or 201 files
Employee Leave Sheets HRMDD through the HRIS/Terminal Leave Vouchers (for former employees)
If claimed through a representative: Letter of Authorization signed by the employee with a copy of the requesting employee’s ID
Client
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Accomplish the Request form/Email request from the employee for the requested services
2. Receives and validates the request and checks the HRIS to verify the employee’s records
None 1 hour HR Specialist, Compensation and Benefits Section
2.1 Prepares the certification based on the leave records found in the system/ terminal leave voucher
None 2 days HR Specialist, Compensation and Benefits Section
2.2 Reviews, initials and signs certification
None 2 days Sr Comben Specialist; Manager, HRMDD
2.3 Upon receipt of signed Certification, notifies Client, scans signed certification, and releases to clients
None 1 hour HR Assistant, Compensation and Benefits Section
TOTAL: 4 days, 2 hours
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RMSG-HRAD-HRMDD: Issuance of Certificate of Remittances for Active
Employees
Certification issued to employees who need a record of their monthly remittances to any of the
agencies requiring the payment of statutory benefits/to their outstanding loan payment.
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: TransCo employees (Active)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request form/E-mail Employee, HRMDD
Remittance List/Remittance Records HRMDD
For New Employees with First Salary Claims for the month
Payroll Computation (for new employees with first salary)
HRMDD
Disbursement Voucher (for new employees with first salary)
HRMDD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Accomplish the Request form and submit to HRMDD
1. Receives the request and checks the HRIS to verify the employee’s remittance records
None 1 day Sr. HR Analyst, Compensation and Benefits Section
1.1 If found on the HRIS and is a verified employee, HRMDD prepares the certification
None 1 day Sr. HR Analyst, Compensation and Benefits Section
1.2 Review, Initial/sign certificate
None 1 day Sr. ComBen Specialist, Compensation and Benefits Section; Manager, HRMDD
2. Receive Certificate from HRMDD
2. Upon signing of the Certificate, scanned copy, notify client and release original copy
None HR Assistant Compensation and Benefits Section
TOTAL: 3 days
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RMSG-HRAD-HRMDD: Issuance of Notice of Vacancy
As provided for under the 2017 CSC Omnibus Rules on Appointments, all vacant positions in the
career service, including vacant executive/managerial positions in the second level that are
authorized to be filled, together with their corresponding qualification standards and plantilla item
number shall be published and posted in three (3) conspicuous places for a period of at least ten
(10) calendar days. Posting of vacancies shall start upon receipt of the approved and signed
Position Requisition Form (PRF).
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Functional Group Heads
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Signed Position Requisition Form (PRF) HRMDD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit signed PRF to HRMDD
1. HRMDD will receive signed PRF form;
1.1 Review the following:
• Item No.,
• Position Title
• Basic Salary
• QS 1.2 Prepare CSC
Form No. 9 (Request for Publication of Vacant Positions) and Internal Notice of Vacancy
None 1 day Sr. HR Analyst, Recruitment and Training Section
1.3 Initial/sign CSC Form No. 9 (Request for Publication of Vacant Positions) and Internal Notice of Vacancy
None 0.5 Day Sr. HR Specialist, Recruitment and Training Section; Manager, HRMDD; Manager, HRAD
1.4 Submit signed CSC Form No. 9 to CSC for
None 0.5 day HR Assistant, Recruitment and Training Section
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posting on CSC website
1.5 Upon receipt by CSC Field Office, post the signed Internal Notice of Vacancy at HRMDD’s Bulleting Board and request Corporate IS/IT Division tor email to all TransCo Personnel
None 1 hour Sr. HR Analyst, Recruitment and Training Section
TOTAL: None 2 days, 1 hour
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RMSG-HRAD-HRMDD: Processing of Authority to Travel Abroad
The availment of leaves of absence outside of the Philippines/clearance for unofficial travel abroad
will require authorization signed by the President and CEO.
Office or Division:
Human Resource Management and Development Division (HRMDD)
Classification: Complex
Type of Transaction:
G2G – Government to Government
Who may avail: TransCo employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request Letter as endorsed by employee’s Department Manager
Employee
Application for leave HRIS Employee Menu
Head Office clearance to be accessed/filed online
TransCo Website (www.transco.ph)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Accomplish the Request Letter along with the required documents as indicated above
1. Receives and evaluates the request upon submission of the complete documentary requirements
None 1 hour HR Assistant, Compensation and Benefits Section
1.1 Checks and validates the remaining leave credits and prepares the endorsement letter for signature of the President and CEO
None 1 day HR Specialist, Compensation and Benefits Section
1.2 Reviews, initials, signs, transmits to the VP, RMSG for final review and initial, then transmits Endorsement Memo to the President and CEO
None 3 days Sr Comben Specialist, Compensation and Benefits Section; Manager, HRMDD; Manager, HRAD; Vice President, RMSG
1.3 Upon receipt of approved Travel Authority, scans copies and notifies employee concerned
None 1 hour HR Assistant Compensation and Benefits Section
TOTAL: 4 days, 2 hours
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RMSG-HRAD-HRMDD: Processing of Claim for First Salary
First Salary Claim accounts for each employee’s first month of service and its initial payment shall
be made through a voucher.
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Complex
Type of Transaction: G2G – Government to Government
Who may avail: New TransCo employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Payroll Inclusion form HRMDD
For New Employees: Certified True Copy of Appointment
HRMDD
Certified True Copy of Oath of Office HRMDD
Certified True Copy of Assumption to Duty
HRMDD
Approved Electronic/Daily Time Record HRMDD/Employee
Duly accomplished and notarized Statement of Assets, Liabilities and Net worth (SALN)
Employee
Additional Requirements for Transferees: Certificate of Earned Leave Balances
Employee
Service Record including the Certificate of Leave Without Pay (LWOP)
Employee
Authority to Transfer and Clearance from previous employer
Employee
Certificate of Last Income and Deductions
Employee
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit the duly accomplished payroll inclusion form along with the documentary requirements indicated above
1. Accepts and evaluates the payroll inclusion form upon receipt of complete documentary requirements
None 1 day Sr. HR Analyst, Compensation and Benefits Section
1.1 Prepares computation of 1st Salary claim, prepares computation with deductions, and prepares DV
None 1 day HR Specialist, Compensation and Benefits Section
1.2 Review salary differential computation, initial and sign
None 1 day Sr. Comben Specialist; Manager, HRMDD
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1.3 Submit disbursement Vouchers for signature of the Cost Center Head
None 1 day Sr. HR Analyst, Compensation and Benefits Section
1.4 Upon receipt of signed DV, transmit computation and disbursement Vouchers to Finance for audit
None 1 hour Sr. HR Analyst, Compensation and Benefits Section
TOTAL: 4 days, 1 hour
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RMSG-HRAD-HRMDD: Processing of Salary Differential Due to Promotion
and/or Step Adjustment/Increment
Salary Differential is given to employees who have adjustment in monthly salaries due to promotion,
salary increase and step increments and whose payroll was not updated to reflect the correct salary
of the position
Office or Division: Human Resource Management and Development Division (HRMDD)
Classification: Complex
Type of Transaction: G2G – Government to Government
Who may avail: TransCo employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Certified True Copy of Appointment in case of promotion or Notice of Salary Adjustment in case of step increment/salary increase
Client’s copy
Certified True Copy of Assumption to Duty Client’s copy
Payroll Computation HRMDD
Approved ETR or certification that the employee has not incurred leave without pay
Client’s copy
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
FOR DISBURSEMENT VOUCHERS:
1. Submits required documents to HRMDD
1. Receives and evaluates the complete documentary requirements
None 1 hour Sr. HR Analyst, Compensation and Benefits Section
1.1 Checks payroll records and service records, compute entitlements, and prepare the computation with deductions (if any)
None 2 days HR Specialist, Compensation and Benefits Section
1.2 Upon receipt of signed computation, validates/review, initial and sign computation
None 1 day Sr. Comben Specialist, Compensation and Benefits Section
1.3 Initial/sign DV None 1 day Sr. Comben Specialist,
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Compensation and Benefits Section; Manager, HRMDD Manager, HRADD
1.4 Upon signing of DV, submit to Finance for audit
None 1 hour HR Assistant, Compensation and Benefits Section
TOTAL: 4 days, 2 hours
IF THRU ATM
1. Submits required documents to HRMDD
1. Receives and evaluates the complete documentary requirements
None 1 hour Sr. HR Analyst, Compensation and Benefits Section
1.1 Checks payroll records and service records, computes entitlements, and prepares the computation with deductions (if any)
None 2 days HR Specialist, Compensation and Benefits Section
1.2 Upon receipt of signed computation, validates/review, initial and sign computation
None 1 day Sr. Comben Specialist, Compensation and Benefits Section; Manager, HRMDD
1.3 Upon receipt of signed computation, updates income information thru HRIS payroll system for inclusion of salary differential in the next payroll month
None 1 day Sr. Comben Specialist, Compensation and Benefits Section
TOTAL: 4 days, 1 hour
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RMSG-HRAD-HRMDD-PF: Provident Fund’s Issuance of Certificate of Equity
Contribution
Release of Certificate of Equity Contribution as of the date of request
Office or Division: Human Resource Management and Development Division (TransCo Provident Fund)
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: All members of TransCo Provident Fund
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Certificate of Equity Contribution request form TPF Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Request from member stating the purpose of the certification
1. Upon receipt of request, conduct verification of Member’s equity records, computes members’ total equity contribution and printing of certificate
None 1 day Corporate Staff Specialist, TransCo Provident Fund Office
1.1. Review computation and initial
None 0.5 day Sr. Comben Specialist, TPF Secretariat Manager, HRMDD
1.2. Sign Certificate of Equity Contribution
None 0.5 day TPF Fund Administrator
2. Receive Certification
2. Issue certificate None 5 mins Corporate Staff Specialist, TransCo Provident Fund Office
TOTAL: 2 days, 5 mins
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RMSG-HRAD-HRMDD-PF: Provident Fund’s Issuance of Certificate of Loan
Balances
Release of Certificate of Loan Balances as of the date of request
Office or Division: Human Resource Management and Development Division (TransCo Provident Fund)
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: All members of TransCo Provident Fund CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Certificate of Loan Balances request form TPF Office CLIENT STEPS AGENCY ACTIONS FEES
TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Request from member stating the purpose of the certification
1. Upon receipt of request, conduct verification of Member’s loan records and printing of certificate
None 1 day Corporate Staff Specialist, TransCo Provident Fund Office
1.1. Review computation and initial
None 0.5 day Sr. Comben Specialist, TPF Secretariat Manager, HRMDD
1.2. Sign Certificate of Loan Balances
None 0.5 day TPF Fund Administrator
2. Receive Certification
2. Issue certificate None 5 mins Corporate Staff Specialist, TransCo Provident Fund Office
TOTAL: 2 days, 5 mins
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RMSG-HRAD-HRMDD-PF: Provident Fund’s Issuance of TransCo Provident
Fund Clearance
Signing of TPF Clearance for separation, transfer, travel abroad, etc.
Office or Division: Human Resource Management and Development Division (TransCo Provident Fund)
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: All members of TransCo Provident Fund
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Head Office Clearance form TransCo Intra-web/Client’s copy
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submission of Clearance to the TPF office
1. Upon receipt of request, conduct verification of Member’s Equity contributions and loan records. 1.1. Issue PF Clearance
as attachment to the HO Clearance
1.2. Indicate Equity Contribution and Loan Balances in the HO Clearance
None 1 day Corporate Staff Specialist, TransCo Provident Fund Office
1.3. Initial/Sign PF Clearance and HO Clearance
None 0.5 day Sr. Comben Specialist, TPF Secretariat Manager, HRMDD TPF Administrator
2. Receive Clearance
2. Issue signed HO clearance
None 5 mins Corporate Staff Specialist, TransCo Provident Fund Office
TOTAL: 1 day, 4 hours, 5 mins
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RMSG-HRAD-HRMDD-PF: Provident Fund’s Loan Approval
As per circular 2018-008:
• Loan applications received by the TPF office on or before Tuesday shall be credited by
Friday of each week unless the loan is an Emergency Loan.
• For loan security:
o 90% of his total equity as of the time of loan application less all other loans
o Approval of loan applications shall be subject to P5,000.00 net take home pay after
deductions of monthly amortization
o EML shall cover expenses related to hospitalization, calamities, accident and death
of the member of the family.
• Submission of Post Audit Requirements:
o EDL
▪ First Semester. not later than August 31
▪ Second Semester. not later than December 30
o EML: Within 30 days from receipt of loan proceeds
Office or Division: Human Resource Management and Development Division (TransCo Provident Fund)
Classification: Complex
Type of Transaction: G2G – Government To Government
Who may avail: All members of TransCo Provident Fund
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Duly accomplished loan application form signed by borrower, co-makers and Connected Groups (NPC COOP & SLA)
TransCo Intra-web or TransCo website
Pay slip or payroll for one month TransCo Intra-web
Photocopy of borrower’s company ID Client’s Copy
Post Audit requirements (for Educational Loan and Emergency Loan)
Client’s Copy
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit duly accomplished application form with complete signatures and attachments
1. Upon receipt of complete supporting documents check the completeness of application form and requirements submitted 1.1. Assess fees
and other deductions.
1.2. Compute net proceeds and check if the
Processing fee, LRI and Filing fee
2 days Corporate Staff Specialist, TransCo Provident Fund Office
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loan amount applied for is within the loan security guidelines
1.3. Preparation and printing of loan vouchers and Bank Payment Instruction
None 0.5 day Corporate Staff Specialist, TransCo Provident Fund Office
1.4. Verification of computation and certification of funds
None 1 day TPF Cashier Sr. Comben Specialist Manager, HRMDD
1.5. Signature and approval of loan
None 1 day Two (2) TPF Board Members
1.6. Submission of Payment Instruction to the Bank for release of loan
None 1 hour Corporate Staff Specialist, TransCo Provident Fund Office
2. Receive net loan amount
2. Coordinate with the Bank for ATM Crediting
None 0.5 day Corporate Staff Specialist, TransCo Provident Fund Office
TOTAL: 5 days, 1 hour
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RMSG-HRAD-HRMDD-PF: Provident Fund’s Withdrawal of Equity
Contributions
Employees who are separated from the service by reason of death, retirement, resignation, disability
or expiration of appointment may withdraw their equity or contribution the Provident Fund and their
shares of the earnings thereon.
Office or Division: Human Resource Management and Development Division (TransCo Provident Fund)
Classification: Complex
Type of Transaction: G2G – Government to Government
Who may avail: Separating members of TransCo Provident Fund
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Duly accomplished Equity Withdrawal Form HRMDD (TransCo Provident Fund)
Affidavit of Undertaking HRMDD (TransCo Provident Fund)
Accomplished Exit Clearance TransCo Intra-web
Copy of Last Claim Voucher Financial Services Department or HRMDD
Resignation letter (if cause of separation is resignation)
Client’s copy
Death Certificate (if cause of separation is due to the death of the personnel)
Client’s copy
Photocopy of ID (upon claiming of check) Client’s copy
If cause of separation is due to death of personnel: Marriage Certificate (if spouse) or Birth Certificate (if child) of the Claimant and (upon claiming of check)
Client’s copy
Authorization letter or SPA for representatives of the claimant (upon claiming of check)
Client’s copy
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit duly accomplished application form with complete signatures and attachments
1. Received equity withdrawal application and check completeness of documents
None 1 hour Corporate Staff Specialist, TransCo Provident Fund Office
1.1. Upon receipt of complete supporting documents, compute Net Equity, validate claims and assess fees and other deductions
Processing Fee, Interest and Surcharge
2 days
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1.2. Print loan vouchers, Check and Bank Advice
None 1 hour
1.3. Verification of computation and certification of funds
1.4. Initial/sig Equity Withdrawal Voucher
None 1 day TPF Cashier, Sr. Comben Specialist Manager, HRMDD
1.5. Approval of check and bank advice by TPF Fund Administrator
None 1 day TPF Fund Administrator
1.6. Countersign check and bank advice
None 1 day Two (2) TPF Board Members
2. Receive Equity Withdrawal check
3. Check the completion of requirements upon claiming the check and Issue check
None 5 mins Corporate Staff Specialist, TransCo Provident Fund Office
TOTAL: 5 days, 1 hour, 5 mins
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RMSG-HRAD-PMD: Processing of Goods / Services Thru Alternative Method of
Procurement for requirements not delegated to PMD/BAC Secretariat
(including, but not limited to, Direct Contracting, Repeat Order, Negotiated
Procurement Thru Take-Over of Contracts, Adjacent/Contiguous, Agency-to-
Agency, Scientific, Scholarly or Artistic Work, Exclusive Technology and Media
Services, and Highly Technical Consultant)
In accordance with Rule XVI of the 2016 Revised Implementing Rules and Regulations of Republic
Act 9184 or the Government Procurement Reform Act, alternative methods of procurement may be
resorted to whenever justified by its conditions, subject to the prior approval of the Head of the
Procuring Entity (HoPE), and in order to promote economy and efficiency. In all instances, the
Procuring Entity shall ensure that the most advantageous price for the Government is obtained.
Office or Division: Procurement Management Division (PMD)
Classification: Highly Technical (pursuant to Republic Act No. 9184)
Type of Transaction: G2G – Government to Government
Who may avail: All TransCo Cost Centers
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Purchase Requisition (PR) Cost Center Concerned
Purchase Order (PO) PMD
Technical Specification /Terms of Reference (TOR)
Cost Center Concerned
Annual Procurement Plan (APP)/ Project Procurement Management Plan (PPMP)
Cost Center Concerned
Supplier's Acknowledgement Sheet (SAS) PMD
Request for Quotation (RFQ) PMD
Justification (if applicable) Cost Center Concerned
Basis of ABC (if applicable) Cost Center Concerned
BAC Resolution Bids and Awards Committee (BAC)
Certification on Funds Availability (CFA) Financial Services Department
Notice of Award (NOA) PMD
Performance Bond/Security (if applicable) Supplier
Certificate of Bond Acceptability OGC
Notice to Proceed (NTP) PMD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submits PR and supporting documents
1. Receives and pre-screens the submitted PR
1.1 Check completeness of supporting documents, if requirement is included in the
None 30 mins Admin Services Assistant II
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APP and approval/ endorsement of the concerned approving authority per Manual of Approval (MOA)
1.2 Forwards PR to PMD Manager for assignment of Buyer and Method of Procurement per RA 9184
None 30 mins PMD Manager
1.3 Checks/reviews the assigned PR as to specifications and justification for Direct Contracting
None 30 mins Admin Services V / Purchasing Officer
1.4 Prepares request for Bids and Awards Committee (BAC) provisional members
None 15 mins Admin Services V / Purchasing Officer
1.5 Upon receipt of recommendation, prepares Memorandum Order for designation of the provisional members
None 15 mins Admin Services V / Purchasing Officer
1.6 Presents the requirement to the BAC
None 4 hours Admin Services V / Purchasing Officer
1.7 Prepares Supplier's Acknowledgement Sheet (SAS)
None 30 mins Admin Services V / Purchasing Officer
1.8 Prepares Request for Quotation (RFQ)
None 15 mins Admin Services V / Purchasing Officer
1.9 Posts RFQ at the TransCo website (thru CISIT Division) and the TransCo Bulletin Board
1.10 Sends RFQ to suppliers (thru fax or email)
None 1.5 hours Admin Services V / Purchasing Officer
1.11 Receives photocopies offer/
None 30 mins Admin Services V / Purchasing Officer
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quotation/ proposal from supplier
1.12 Prepares request for technical evaluation
1.13 Upon receipt of results of technical evaluation, evaluates commercial offer and negotiates with supplier, if necessary; prepares BAC Resolution and NOA for issuance to supplier
None 1 hour Admin Services V / Purchasing Officer
1.14 Posts NOA at PhilGEPS website
None 30 minutes Admin Services Assistant II
1.15 Prepares Purchase Order (PO), photocopies / authenticates all necessary supporting documents, and forwards PO to Financial Services Dept. for CFA
None 2 hours, 30 mins
Admin Services V / Purchasing Officer Admin Services Assistant II
1.16 Upon receipt of CFA-certified PO, prepares NTP; submits PO and NTP for approval of the approving authority
None 1 day Admin Services V / Purchasing Officer
1.17 Upon submission of Performance Bond/Security by the Supplier (if applicable), 1.17.1 Conduct
preliminary review of bond acceptability
None 7 days Admin Services V / Purchasing Officer
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1.17.2 Endorse to the Office of the General Counsel (OGC) for review and issuance of Certificate of Bond Acceptability
1.18 Upon receipt of OGC’s recommendation, issues PO, NTP and Certificate of Bond Acceptability
1.19 Posts NTP at PhilGEPS website
1 hour, 15 mins
Admin Services V / Purchasing Officer
TOTAL: 9 days, 6 hours (excluding period prescribed in the 2016 Revised IRR of RA 9184)
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RMSG-HRAD-PMD: Processing of Goods / Services Thru Alternative Methods
of Procurement for requirements delegated to PMD/BAC Secretariat (including,
but not limited to, Shopping (Unforeseen, Contingency and Regular) and
Negotiated Procurement (Emergency, Small Value Procurement, Lease of Real
Property and Venue)
The conduct of Shopping and Negotiated Procurement under Emergency Cases, Small Value
Procurement, and Lease of Real Property and Venue may be delegated to the End-User unit or any
other appropriate bureau, committee or support unit duly authorized by the Bids and Awards
Committee (BAC) through a resolution approved by the Head of the Procuring Entity (HoPE).
Office or Division: Procurement Management Division (PMD)
Classification: Highly Technical (pursuant to Republic Act No. 9184)
Type of Transaction: G2G – Government to Government
Who may avail: All TransCo Cost Centers
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Purchase Requisition (PR) Cost Center Concerned
Purchase Order (PO) PMD
Approval/ endorsement of the concerned approving authority per Manual of Approval (MOA)
Cost Center Concerned
Technical Specification /Terms of Reference (TOR)
Cost Center Concerned
Annual Procurement Plan (APP)/ Project Procurement Management Plan (PPMP)
Cost Center Concerned
Justification (if applicable) Cost Center Concerned
Basis of ABC (if applicable) Cost Center Concerned
Supplier's Acknowledgement Sheet (SAS) PMD
Request for Quotation (RFQ) PMD
Technical Evaluation Cost Center Concerned
Abstract of Canvass PMD
Certification on Funds Availability (CFA) Financial Services Department
Notice of Award (NOA) PMD
Performance Bond/Security (if applicable) Supplier
Certificate of Bond Acceptability Office of the General Counsel (OGC)
Notice to Proceed (NTP) PMD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submits PR and supporting documents
1. Receives and pre-screens the submitted PR
1.1 Checks completeness of supporting documents, including Annual Procurement Plan (APP)
None 30 mins Admin Services Assistant II
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and Approval/ Endorsement of the concerned approving authority per Manual of Approval (MOA)
1.2 Forwards PR to PMD Manager for assignment of Buyer and Method of Procurement per RA 9184
None 30 mins PMD Manager
1.3 Checks/reviews the assigned PR as to specifications and prepares Supplier's Acknowledgement Sheet (SAS) and Request for Quotation (RFQ)
None 2 hours Admin Services V / Purchasing Officer
1.4 Posts RFQ at the PhilGEPS website, TransCo website (thru CISIT Division) and the TransCo Bulletin Board
1.5 Sends RFQ to suppliers (thru fax or email)
None 1.5 hours Admin Services V / Purchasing Officer
1.6 Receives and photocopies offer/ quotation/ proposal from suppliers
1.7 Prepares request for technical evaluation and sends to End-User
None 30 mins Admin Services V / Purchasing Officer
1.8 Receives and validates results of technical evaluation, conducts commercial evaluation and negotiates with supplier/s, if necessary; prepares Abstract of Canvass and NOA for issuance to the supplier
None 1 hour, 45 mins
Admin Services V / Purchasing Officer
1.9 Posts NOA at PhilGEPS website and Notification to the Supplier
None 35 mins
1.10 Prepares Purchase Order
None 2 hours, 30 mins
Admin Services V / Purchasing Officer
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(PO), photocopies/authenticates all necessary supporting documents, and forwards PO to Financial Services Dept. for CFA
Admin Services Assistant II
1.11 Upon receipt of CFA-certified PO, prepares NTP; submits PO and NTP for approval of the approving authority
None 1 day Admin Services V / Purchasing Officer
1.12 Upon submission of Performance Bond/Security by the Supplier (if applicable), 1.13.1 Conduct
preliminary review of bond acceptability
1.13.2 Endorse to the Office of the General Counsel (OGC) for review and issuance of Certificate of Bond Acceptability
None 7 days PMD Staff
1.13 Upon receipt of OGC’s recommendation, issues PO, NTP and Certificate of Bond Acceptability
None 30 minutes Admin Services Assistant II
1.14 Posts NTP at PhilGEPS website
None 35 minutes Admin Services V / Purchasing Officer
TOTAL: 9 days, 2 hours, 55 mins (excluding period prescribed in the 2016 Revised IRR of RA 9184)
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RMSG-HRAD-PMD: Processing of Goods / Services Thru Public Bidding
In accordance with Section 10, Rule IV of the 2016 Revised Implementing Rules and Regulations
of Republic Act No. 9184 or the Government Procurement Reform Act, “All procurement shall be
done through competitive bidding”, and Section 7.2, Rule II, “No procurement shall be undertaken
unless it is in accordance with the approved Annual Procurement Plan (APP), including approved
changes thereto.”
Office or Division: Procurement Management Division (PMD)
Classification: Procurement Activities pursuant to Republic Act No. 9184
Type of Transaction: G2G – Government to Government
Who may avail: All TransCo Cost Centers
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Purchase Requisition (PR) Cost Center Concerned
Annual Procurement Plan BAC Secretariat / PMD
Copy of Invitation to Bid (ITB) / Bidding Documents
PhilGEPS/TransCo Websites / PMD Office
Letter of Intent (if applicable) Prospective Bidder/Supplier
Notices of Meeting (Pre-Procurement, Pre-Bid, Bid Opening, Technical Evaluation, Post-Qualification)
BAC Secretariat / PMD
Project Procurement Management Schedule BAC Secretariat / PMD
Minutes of Meeting (Pre-Procurement, Pre-Bid, Bid Opening, Technical Evaluation, Post-Qualification)
BAC Secretariat / PMD
Supplemental / Bid Bulletins (if applicable) BAC Secretariat / PMD
Abstract of Canvass (Preliminary Examination of Bids)
BAC Secretariat / PMD
Abstract of Bids as Calculated BAC Secretariat / PMD
Technical Evaluation Report BAC Secretariat / PMD
Post Qualification Evaluation Report BAC Secretariat / PMD
BAC Resolutions (Approval of Bid Documents, Declaration of LCRB/SCRB and Recommending Approval of Award, Declaration of Failed Bidding)
BAC Secretariat / PMD
Notice of Award BAC Secretariat / PMD
Notice to Proceed BAC Secretariat / PMD
Correspondences with Prospective Bidders/Suppliers
BAC Secretariat / PMD
Purchase Order / Contract BAC Secretariat / PMD
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submits PR to PMD
1. Checks/reviews the submitted Purchase Requisitions Checks/analyzes/ validates
None 1 hour, 15 mins Admin Services Assistant II
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completeness of the Technical Specifications, Terms of Reference, Scope of Work, Complexity of Requirement (Requires creation of TWG)
1.1 Coordinates with the end-user the necessary additional documents needed/required
1.2 Requests for BAC Provisional Members/TWG
1.3 Schedules the timelines of procurement activities
None 1 hour, 15 mins BAC Secretariat
1.4 Prepares Bid Documents, changes in the Invitation to Bid, Bid Data Sheet, Special Conditions of the Contract, Schedule of Requirement, Technical Specifications, Bid Forms
None 40 hours BAC Secretariat / PMD Staff
1.5 Prepares Notice of Meeting Pre-Proc. & send to Members of the BAC COA, IAD, Ombudsman & Observers
None 15 minutes PMD Staff
1.6 Public Bidding Procurement Process (in accordance with the 2016 Revised IRR of RA 9184):
As per Annex C of the 2016 Revised IRR of RA 9184: For Goods and Services: 136 Calendar days (CD) For Infrastructure Projects: 156 CD
BAC Secretariat, PMD Staff
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For Consulting Services: 180 CD
1.6.1 Conducts Pre-procurement conference
1.6.2 Advertisement / Posting of Request for expression of Interest (For Consulting Services ONLY)
1.6.3 Eligibility Check and Shortlisting (For Consulting Services ONLY)
1.6.4 Prepares Minutes of Meeting/Issues & agreement on the terms and conditions of the requirement
1.6.5 Finalizes the Bid Documents/ Incorporate in the Bid Docs the agreed Changes.
1.6.6 Prepares BAC Resolution (Approval of Mode of Procurement and Bidding Documents)
1.6.7 Prepares Letters /Advertisement (Newspaper)
1.6.8 Coordinates with BAC and TWG the Approval of Bid Documents (BAC/TWG)
1.6.9 Posting of Bid Documents in PhilGEPS and TransCo Websites
1.6.10 Prepares Supplier’s Acknowledgement Sheet and issues the Bid Documents to Prospective Bidders
1.6.11 Prepares Notice of Meeting Pre-Bid Conference and sends to Members of the BAC COA, IAD, Ombudsman and Observers.
1.6.12 Prepares the Pre-Bid Presentation Materials
1.6.13 Conducts Pre-Bid Conference and presentation of the Eligibility, Technical and Financial Components of the Bid, including the explanation of the different documents to be submitted by each bidder
1.6.14 Prepares Minutes of Meeting/Issue Addendum/Supplemental/Bid Bulletins
1.6.15 Prepares memorandum to end-user/TWG the clarifications by the prospective bidders which were not raised during the meeting/and reflect in the bid bulletin
1.6.16 Drafts reply to Suppliers seeking Clarification
1.6.17 Prepares Notice of Meeting Bid Opening and sends to Members of the BAC COA, IAD, Ombudsman and Observers.
1.6.18 Prepares Abstract of Bids Preliminary Examination of Bids
1.6.19 Conducts the Opening of Bids
1.6.20 Prepares Minutes of Meeting
1.6.21 Requests for Technical Evaluation from the End-user/TWG
1.6.22 Prepares Notice of Meeting for the presentation of Technical Evaluation and sends to Members of the BAC, COA, IAD, Ombudsman and Observers.
1.6.23 Prepares Abstract of Bids as Calculated based on the Result of the Technical Evaluation
1.6.24 Prepares Notice to Lowest Calculated Bidder to submit Post-Qualification Requirements
1.6.25 Conducts the Post-Qualification Document and sends to Members of the BAC, COA, IAD, Ombudsman and Observers.
1.6.26 Prepares Notice of Meeting for the presentation of Post-Qualification Document and sends to Members of the BAC, COA, IAD, Ombudsman and Observers.
1.6.27 Prepares BAC Resolution (Award/Failed Bidding etc.)
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1.6.28 Prepares / Issues Notice of Award
1.6.29 Prepares Purchase Order / Contract
1.6.30 Review of Purchase Order/Contract
1.6.31 Prepares Notice to Proceed
1.7 Prepares Amendment to PO/Contract (if applicable)
None 3 hours Admin Services V
1.8 Posting of Award to PhilGEPS
None 30 minutes PMD Staff
TOTAL: For Goods and Services: 136 Calendar days (CD) For Infrastructure Projects: 156 CD For Consulting Services: 180 CD (In accordance with Annex C of 2016 Revised IRR of RA 9184)
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RMSG-OM-HRAD: Issuance of Authority To Drive TransCo Vehicles (ADTV)
Application of TransCo Officials and Employees for Issuance of Authority To Drive TransCo
Vehicles (ADTV)
Office or Division: Office of the Manager, Human Resource and Administrative Department
Classification: Simple
Type of Transaction: G2G – Government To Government
Who may avail: All TransCo Employees, Contract of Service Personnel, Consultants
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Valid Driver’s License Land Transportation Office
1” x 1” photo Client
Old ADTV (if previously issued with ADTV) Client
Affidavit of Loss (if ADTV was lost) Client
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. If new ADTV applicant, submit request for ADTV endorsed by the Department Manager together with the requirements
1. Accept the request
1.1 Prepare the ADTV
None 45 mins Designated Safety Officer
1.1 If for renewal, submit the requirements to the Designated Safety Officer
1.1 Accept the requirements and check their validity
1.1.1 Prepare the ADTV
None 45 mins Designated Safety Officer
2. Sign and place thumbmark on the ADTV
2. Sign the ADTV 2.1 Laminate the
ADTV
None 45 mins Designated Safety Officer
3. Receive the ADTV
3. Receive the ADTV
None 15 mins Designated Safety Officer
TOTAL: None 1 hour, 45 mins
1 hour, 45 mins
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RMSG-OM-HRAD: Issuance of TransCo Identification Card
Application for issuance of identification cards to all TransCo employees, including consultants and
personnel on Contract of Services
Office or Division: Office of the Manager, Human Resource and Administrative Department
Classification: Simple
Type of Transaction: G2G – Government To Government
Who may avail: All TransCo Employees, Contract of Service Personnel, Consultants
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Request for Issuance of ID (Form HRAD-ID-01)
Human Resource Management and Development Division (HRMDD)
Copy of Affidavit of Loss (for lost ID) Client/Notary Public
Official Receipt Financial Services Department
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit the approved Request for Issuance of ID (Form HRAD-ID-01)
1. Accepts the Request and check accuracy of data
None 15 mins Chief Security Officer
1.1 Pay the ID fee to the Cashier (for replacement of lost ID)
1.1 Cashier to issue Official Receipt (c/o Financial Services Department)
P 100.00
30 mins Cashier
1.2 After payment of ID fee to the Cashier, submit a photocopy of the Official Receipt, approved Request for Issuance of ID (Form HRAD-ID-01) and copy of Affidavit of Loss to the Chief Security Officer (for lost ID)
1.2 Accepts the Request, approved Request for Issuance of ID (Form HRAD-ID-01) and copy of Affidavit of Loss
1.2.1 Checks submitted requirements and accuracy of data
None 15 mins Chief Security Officer
2. If the client wants to change or correct any personal information to be printed in the ID,
2. HRMDD to correct personal information of client in the system and inform the
None 2 days Sr. Compensation and Benefits Specialist / Chief IS/IT Specialist
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go to HRMDD for change/correction of personal information
Corporate IS/IT Division
2.1 Corporate IS/IT Division to refresh the system to reflect the correction
3. Upon confirmation of correctness/ accuracy of personal data, have picture taken and specimen signature captured
3. Performs picture-taking and capturing of specimen signature
3.1 Processes and prints the ID
None 1 hour Chief Security Officer
4. Receive the ID 4.1 Releases the ID None 5 mins Chief Security Officer
TOTAL:
P 100.00
1 hour, 20 mins (for first time/regular issuance of ID)
1 hour, 50 mins (for replacement of lost ID)
2 days, 1 hour, 50 mins (if with changes/ correction of personal information)
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ROWLG-CLSD: Legal Opinion
Establish guidelines for the documentation of legal action processes undertaken by the Corporate
Legal Services Department
Office or Division: Corporate Legal Services Department (CLSD)
Classification: Highly Technical
Type of Transaction: G2G – Government to Government
Who may avail: Other TransCo Departments
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Supporting Documents Various
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Request Legal Opinion With Complete Supporting Documents
1. Receive Document None 12 Minutes Secretary/ Executive Assistant
1.1 Determine required action
None 1 Day Department
Manager
1.2 Perform required action
None 10 Days Assigned Lawyer/ Legal Researcher
1.3 Reviews prepared action
None 5 Days Department
Manager
1.4 Release of Opinions
None 3 Days Secretary/ Executive Assistant
TOTAL: None 19 Days, 12
Minutes
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ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND
EXECUTORY DECISION PHASE 1: REQUEST FOR VALIDATION OF FINAL
AND EXECUTORY DECISION
Validation of claims with Final and Executory Decision
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: SIMPLE
Type of Transaction: G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
True Copy of Court Decision, Writ of Execution & Entry of Judgement.
Supreme Court, Court of Appeals, Regional Trial Court and Transco-ROW Litigation
Dept.
True copy of Complaint Regional Trial Court and Transco-ROW
Litigation Dept.
True copy of Title Transco-ROW Litigation Dept.
True Copy of Clean Tax Declaration Transco-ROW Litigation Dept.
Survey Plan if available Transco-ROW Litigation Dept.
Contact No. of claimant or its representative
Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submit Request Letter with attached required documents
Incomplete Requirements: Reply Letter with instruction to Submit lacking documents
NONE Three (3) Working
Days ROW OFFICER
Complete Requirements: Endorsed to the concerned ROW personnel for validation process
TOTAL: Three (3)
Working Days
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ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND
EXECUTORY DECISION PHASE 2: VALIDATION OF FINAL AND EXECUTORY
DECISION
Validation of claims with Final and Executory Decision
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Copy of Endorsed legal documents Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Standby during ROWMD validation process
1. Review endorsed documents
1.1 Data Gathering
2.a. Re-validation of ownership. Request documents to the following government agencies:
- Registry of Deeds
for Title - City/ Municipal/
Provincial Assessor for Tax Declaration
1.1.1. Receiving of requested documents to the concerned Government Agencies - Registry of Deeds
for Title - City/ Municipal/
Provincial Assessor for Tax Declaration
NONE Seven (7)
Working Days
ROW Officer/ Sr. ROW Officer/ Chief ROW Officer
TOTAL: Seven (7)
Working Days
Note:
1. All validation of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu, Negros and
Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao Satellite Office,
respectively. The Travel time is excluded in the processing time.
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Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 13 Days
2. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in
releasing of the requested document. The procedural process of the concerned agencies is not included in the processing
time.
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ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND
EXECUTORY DECISION PHASE 3: DETERMINATION OF PROJECT LOCATION
& AREA FOR VERIFICATION AND CONFIRMATION SURVEY
Initial negotiation for the identification of property location, name, voltage and classification of
transmission lines and substation.
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Copy of Endorsed legal documents Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Standby during ROW verification survey.
1. Verification Survey, Checking, Encoding and Plotting.
1.1 Review and Approval of the Sketch Plan with Narrative Technical Description
NONE Seven (7)
Working Days
Principal Eng’r. A/ Principal Eng’r. B/
Cartographer/ Eng’g. Asst. A
TOTAL: Seven (7)
Working Days
Note:
1. All verification survey of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu,
Negros and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao
Satellite Office, respectively. The Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 16 Days
2. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in releasing of
the requested document. The procedural process of the concerned agencies is not included in the processing time.
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ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND
EXECUTORY DECISION PHASE 4: PREPARATION, VERIFICATION &
APPROVAL OF VALIDATION REPORT
Consolidation of all gathered documents, computing recommended valuation and submission of the final
report.
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Copy of Endorsed legal documents Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Waiting for the completion of the ROW validation and confirmation process
Receiving of validation report
1. Consolidation & evaluation of documents for report preparation
2. Computation of final
payment based on court decision
3. Recommendation for
Approval of the validation report and computation of Final payment
4. Endorsement of
approved validation report and computation of Final payment to ROW Litigation Department for Authority to Purchase (ATP) preparation.
NONE
Seven (7) Working Days
ROW Officer/ Sr.
ROW Officer/ Chief ROW Officer
TOTAL: Seven (7)
Working Days
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ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND
EXECUTORY DECISION PHASE 5: PROCESSING FOR PAYMENT OF JUST
COMPENSATION
Landowner or it’s Representative’s Conformity to Computation of Just Compensation, Preparation
and Signing of Deed of Sale
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: HIGHLY TECHNICAL
Type of Transaction:
G2B-Government to Business, GTC-Government to Client, G2G-Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Authority to Purchase Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Litigation Department to endorse approved Authority to Purchase (ATP)
1. Receipt of approved Authority to Purchase (ATP) 1.1 Preparation, review, and comment of DOAS 1.2 Finalization of DOAS.
NONE Twenty (20)
Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer/ Division Manager/
Department Manager/ Approving
Authority
Landowner to sign the Deed of Absolute Sale (DOAS)
2. Initials, signing and approval of DOAS by the landowner and Approving Authority
2.1 Notarization of Deed of
Absolute Sale
TOTAL: Twenty (20)
Working Days
Note:
1. Signing of the DOAS depends on the availability of the landowner or representative.
2. Proceed to Phase 9 of External Process for the payment procedure.
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ROWLG-ROWMD: ROW PROCESS FOR PROVISIONAL DEPOSIT
Validation and Processing of payment of Provisional Deposit
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: SIMPLE
Type of Transaction: G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
True copy of Court Order Regional Trial Court and Transco-ROW
Litigation Dept.
True copy of Complaint Regional Trial Court and Transco-ROW
Litigation Dept.
Approved Validation Report Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submit Request Letter with attached required documents
1. Review and evaluate the endorsed documents. 1. Preparation and
approval of voucher with complete attached documents.
2. Endorsement to Finance for Audit and Check preparation
NONE Seven (7)
Working Days
ROW Officer/ Sr. ROW Officer/ Chief ROW Officer / Dvision Manager / Department Manager
TOTAL: Seven (7)
Working Days
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ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU
COURT ORDERS PHASE 1: REQUEST FOR VALIDATION OF CASE FILED BY
NAPOCOR, TRANSCO AND CLAIMANT
Request for validation of claims under Court Proceeding
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: SIMPLE
Type of Transaction: G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
True copy of Complaint Regional Trial Court and Transco-ROW
Litigation Dept.
True copy of Title Transco-ROW Litigation Dept.
True Copy of Clean Tax Declaration Transco-ROW Litigation Dept.
Survey Plan if available Transco-ROW Litigation Dept.
Contact No. of claimant or its representative
Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submit Request Letter with attached required documents
Incomplete Requirements: Reply Letter with instruction to Submit lacking documents
NONE Three (3) Working
Days ROW OFFICER
Complete Requirements: Endorsed to the concerned ROW personnel for validation process Falls Under Project Under Construction (PUC) or National Grid Corporation of the Philippines (NGCP): Reply Letter informing client that the claim is under PUC.
TOTAL: Three (3) Working
Days
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ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU
COURT ORDERS PHASE 2.A: RE-VALIDATION OF CASE FILED BY NAPOCOR,
TRANSCO AND CLAIMANT
Re-validation of claims under Court Proceeding with Compromise Agreement and Final Executory
Decision
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Copy of Endorsed legal documents Transco-ROW Litigation Dept.
Approved Validation Report Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Standby during ROWMD validation process
1. Review endorsed documents
2.2 Data Gathering
1.2.1. Re-validation of ownership. Request documents to the following government agencies:
- Registry of Deeds
for Title - City/ Municipal/
Provincial Assessor for Tax Declaration
1.2.2. Receiving of requested documents to the concerned Government Agencies - Registry of Deeds - City/ Municipal/
Provincial Assessor for Tax Declaration
2.3 Proceed to Phase 5 of
Settlement of ROW
NONE
Seven (7) Working Days
ROW Officer/ Sr. ROW Officer/ Chief ROW Officer
194 | P a g e
Claims Process thru Court Orders for preparation of the revised validation report.
TOTAL: Seven (7)
Working Days
Note:
1. Validation process will proceed if ROWMD found no record of validation report.
3. All validation of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu, Negros and Panay
Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao Satellite Office, respectively. The
Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 13 Days
4. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in releasing
of the requested document. The procedural process of the concerned agencies is not included in the processing time.
195 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU
COURT ORDERS PHASE 2.B: VALIDATION OF CASE FILED BY NAPOCOR,
TRANSCO AND CLAIMANT
Validation of claims under Court Proceeding with Compromise Agreement and Final Executory
Decision
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Copy of Endorsed legal documents Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Assist ROWMD in validation process
1. Review endorsed documents
1.1 Data Gathering
1.1.1 Prepare and approval of request letter to the following government agencies:
- Registry of Deeds
for traceback of Title
- City/ Municipal/ Provincial Assessor for traceback of Tax Declaration
- City/ Municipal Planning and Development for Zonal Land Classification of Property
- National Power Corporation for ROW records
- National Transmission Corporation for ROW records
NONE
Two (2) Working Day
Four (4) Working
Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer
ROW Officer/ Sr.
ROW Officer/ Chief ROW Officer/
Division Manager/ Department Manager
concerned
196 | P a g e
- Bureau of Internal Revenue for Initial and Current Zonal Valuation.
1.2.1. Receiving of requested documents to the concerned Government Agencies - Registry of Deeds
for traceback of Title
- City/ Municipal/ Provincial Assessor for traceback of Tax Declaration
- City/ Municipal Planning and Development for Zonal Land Classification of Property
- National Power Corporation for ROW records
- National Transmission Corporation for ROW records
- Bureau of Internal Revenue for Initial and Current Zonal Valuation.
One (1) Working Day
ROW Officer/ Sr.
ROW Officer/ Chief ROW Officer
TOTAL: Seven (7)
Working Days
Note:
1. Validation process will proceed if ROWMD found no record of validation report.
2. All verification survey and validation of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol,
Cebu, Negros and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao
Satellite Office, respectively. The Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 13 Days
3. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in releasing of
the requested document. The procedural process of the concerned agencies is not included in the processing time.
197 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU
COURT ORDERS PHASE 3: DETERMINATION OF PROJECT LOCATION &
AREA FOR VERIFICATION AND CONFIRMATION SURVEY
Initial negotiation for the identification of property location, name, voltage and classification of
transmission lines and substation.
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Copy of Endorsed legal documents Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Standby during ROW Reconnaissance & Field Instrumentation process
1. Research and Lot Data Gathering at
- DENR-LMS - LRA - City/ Municipal/
Provincial Assessor
1.1 Reconnaissance & Field Instrumentation for determination of Transmission Lines & Substation Names, Voltage and Classifications
1.1.1. Checking, Encoding and Plotting 1.2.1. Review and Approval of the Sketch Plan with Narrative Technical Description
N/A
Seven (7) Working Days
Principal Eng’r. A/ Principal Eng’r. B/
Cartographer/ Eng’g. Asst. A
TOTAL: Seven (7)
Working Days
Note:
1. Validation process will proceed if ROWMD found no record of validation report.
2. All verification survey and validation of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol,
Cebu, Negros and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao
Satellite Office, respectively. The Travel time is excluded in the processing time.
198 | P a g e
Property Location No. of Lots Additional Processing Time
(Working days)
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 14 Days
3. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in releasing
of the requested document. The procedural process of the concerned agencies is not included in the processing time.
199 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU
COURT ORDERS PHASE 4: ESTABLISHMENT OF LAND VALUATION &
ESTIMATE OF BUDGETARY REQUIREMENTS
Securing “Time of Taking” valuation for the property affected by transmission lines and substation.
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction:
G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Copy of Endorsed legal documents Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Standby for the status or feedback of the ROW validation and confirmation process
1. Secure Time-of-Taking Valuation based on any of the following:
- NPC Board
Resolution - Supreme Court
Decision - Previously
acquired property of NPC/ TransCo
- Nearest Sales Data at the Time of Taking
- Relevant BIR Zonal Value
1.1 Secure Current BIR Zonal Value
N/A
Seven (7) Working Days
ROW Officer/ Sr. ROW Officer/ Chief
ROW Officer
TOTAL: Seven (7)
Working Days
Note:
1. Validation process will proceed if ROWMD found no record of validation report.
2. All verification survey and validation of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol,
Cebu, Negros and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao
Satellite Office, respectively. The Travel time is excluded in the processing time.
Property Location No. of Lots Additional Processing Time
(Working days)
200 | P a g e
1. North Luzon (Region 1, 2, 3 and CAR)
2. South Luzon (Region 4-A, 5 and NCR)
3. Visayas Area (Region 5, 6, 7 and 8)
4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)
2-3 1 Days
4-10 4 Days
More than 10 15 Days
3. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in
releasing of the requested document. The procedural process of the concerned agencies is not included in the processing
time.
201 | P a g e
ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU
COURT ORDERS PHASE 5: PREPARATION, VERIFICATION & APPROVAL OF
VALIDATION REPORT
Consolidation of all gathered documents, computing recommended valuation and submission of the final
report.
Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION
Classification: COMPLEX
Type of Transaction: G2G – Government to Government
Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Copy of Endorsed legal documents Transco-ROW Litigation Dept.
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Waiting for the completion of the ROW validation and confirmation process
5. Receiving of
validation report
1. Consolidation & evaluation of documents for report preparation, evaluate court decision for determination of final payment 1.1 Approval of the validation report 2. Endorsement of approved validation report to ROW Litigation Department
N/A
Seven (7)
Working Days
ROW Officer/ Sr.
ROW Officer/ Chief ROW Officer
TOTAL: Seven (7)
Working Days
202 | P a g e
MECHANISM
How to send feedback
Clients may drop their complaints in the complaints box located at TransCo's Head Office in Power Center, Diliman, Quezon City. Clients may also send their complaints, feedback and other concerns via electronic mail (e-mail) at [email protected].
How feedbacks are processed
The Public Relations Officer checks the customer service email daily and shall acknowledge received complaints/feedback within the day. Every Friday, the Public Relations Officer opens the drop box; compiles and records all feedback submitted. Feedbacks received by drop-box are acknowledged on the Monday of the following week. The Public Relations Officer shall forward feedbacks to responsible functional group/s for resolution and response within three working days upon receipt.
How to file a complaint
Clients may submit their complaints at TransCo's Head Office. Complaints may also be filed via e-mail at [email protected]. The following information must be provided in the letter, as follows: 1. Name of the person/office being complained; 2. Incident; and 3. Evidence For complaints and feedback, clients may directly contact the Public Relations Officer at (02) 79051200 Local 1637.
How complaints are processed
The Public Relations Officer opens the complaints drop box every Friday, duly acknowledges the same on the next working day, Monday, and evaluates each complaint. The Public Relations Officer shall forward complaints to relevant office/s for their explanation within seven (7) days upon receipt. All responses shall be submitted to the ManCom for review and for proper disposition and/or investigation. The Public Relations Officer shall create a report after the investigation and shall submit to the Head of Agency for appropriate action, if warranted. The Public Relations Officer will give feedback to the client. For inquiries and follow-ups, the Client may contact telephone number (02) 79051200 local 1637.
Contact Information of CCB, PCC, and ARTA
8888 – Presidential Complaints Center 0908-881-6565 – CSC Contact Center ng Bayan 487-5093 – Anti-Red Tape Authority
FEEDBACK AND COMPLAINTS
MECHANISM
203 | P a g e
OFFICE ADDRESS CONTACT
INFORMATION
National Transmission Corporation Head Office
Power Center, Quezon Avenue cor. BIR Road, Diliman, Quezon City
7-902-1500
National Transmission Corporation Cebu Satellite Office
3rd Floor, Room 3B, Cedaville Residences, Nasipit, Talamban, Cebu City
(032) 412-1667
National Transmission Corporation Davao Satellite Office
Mindanao Satellite Office, NAPOCOR Cmpd., Kumintang St., Mintal, Davao City
(082) 327-3994
LIST OF OFFICES