2012-001

Revised Documentary
Requirements for Common
Government Transactions

As prescribed under COA

Circular No. 2012-001
dated June 14, 2012

COMMISSION ON AUDIT
Commonwealth Avenue, Quezon City, Philippines

Revised Documentary
Requirements for Common
Government Transactions

Prepared by:
Committee for the Revision
of Auditing Requirements
for Typical Government Disbursements

DOCUMENTARY REQUIREMENTS
FOR COMMON GOVERNMENT TRANSACTIONS
TABLE OF CONTENTS

Page
Fundamental Principles governing the financial transactions and operations of
any government agency as provided under Section 4 of PD No. 1445

General Requirements for All Types of Disbursement

Specific Requirements for Each Type of Disbursement

1.0

1
1
2

2.0

3.0

4.0

Cash Advances
1.1
Granting of Cash Advances
1.1.1 Payroll Fund for Salaries, Wages, Allowances, Honoraria
and Other Similar Expenses
1.1.2 Petty Cash Fund
1.1.3 Field / Activity Current Operating Expenses
1.1.4 Traveling Allowances
1.1.4.1 Local Travel
1.1.4.2 Foreign Travel
1.2
Liquidation of Cash Advances
1.2.1 Payroll Fund for Salaries, Wages, Allowances, Honoraria
and Other Similar Expenses
1.2.2 Petty Cash Fund (PCF)
1.2.3 Field/Activity Current Operating Expenses
1.2.4 Traveling Expenses
1.2.4.1 Local Travel
1.2.4.2 Foreign Travel
Fund Transfers to Non-Government Organizations / Peoples
Organizations (NGOs/POs)
2.1
Release of Funds
2.2
Implementation and Liquidation of Funds Released
2.3
Staggered Release of Funds to NGO/PO

2
2
3
3
3
5
5
5
6
6
6
6
7
7
9
10

Fund Transfers
3.1
Transfer of Funds to Implementing Agencies
3.1.1 Transfer
3.1.2 Implementation and Liquidation by Implementing Agency
3.1.3 Liquidation by Source Agency
3.2
From Trust Fund to the General Fund for Unspent Balance/Excess
Amount

10
10
10
11
11

Salary
4.1
Individual Claims
4.1.1 First Salary
4.1.2 Salary (if deleted from the payroll)
4.1.3 Salary of Casual/Contractual Personnel
4.1.4 Salary Differentials due to Promotion and/or Step
Increment
4.1.5 Last Salary

12
12
12
13
13
14

11

14

Page
4.1.6 Salary due to heirs of deceased employee
4.1.7 Maternity Leave
4.2 General Claims through the Automated Teller Machine (All Employees)

14
15
15

Allowances, Honoraria and Other Forms of Compensation

5.1
Personnel Economic Relief Allowance (PERA)
5.2
Representation and Transportation Allowance (RATA)
5.3
Clothing/Uniform Allowance
5.4
Subsistence, Laundry and Quarters Allowances
Subsistence and Laundry Allowance
Quarters Allowance
5.5
Productivity Incentive Allowance (PIB)
5.6
Special Counsel Allowance
5.7
Honoraria
5.7.1 Government Personnel involved in Government
Procurement
5.7.2 Teaching Personnel (DepEd, TESDA, SUCs and other
educational institutions)
5.7.3 Governing Boards of Collegial Bodies
5.7.4 Lecturer/Coordinator
5.7.5 Special Projects
5.7.6 Science and Technological Activities
5.8
Hazard Duty Pay
5.9
Longevity Pay
5.10
Overtime Pay
5.11
Year-End Bonus (YEB) and Cash Gift (CG)
5.12
Retirement Benefits
5.13
Terminal Leave Benefits
5.14
Monetization
5.15
Loyalty Cash Award/Incentive
5.16
Collective Negotiation Agreement (CNA) Incentive

16
16
16
17
18

21
21
22
22
22
23
24
24
24
26
27
28
28

6.0

Other Expenditures
6.1
Utility Expenses
Telephone/Communication Services
6.2

29
29
29

7.0

Extraordinary and Miscellaneous Expenses

30

8.0

Prisoners Subsistence Allowance

31

9.0

Procurement
9.1
Procurement through Public Bidding
9.1.1 Infrastructure
9.1.1.1 Advance Payment
9.1.1.2 Variation Order / Change Order / Extra Work
Order
9.1.1.3 Progress Payment
9.1.1.4 Final Payment
9.1.1.5 Release of Retention Money
9.1.2 Consulting Services
9.1.3 Goods
9.1.3.1 Supplies, Materials, Equipment and Motor
Vehicles

31
32
34
34
35

5.0

18
19
20
20
21

36
36
37
37
38
39

Page
9.1.3.2

9.2

9.3

General Support Services (janitorial, security,

maintenance, garbage collection and disposal and
similar services)
9.1.3.3 Rental Contracts
9.1.3.4 Repair and Maintenance of Aircraft, Equipment
and Motor Vehicles
9.1.3.5 Advertising Expenses
Procurement through Alternative Modes
9.2.1 Limited Source Bidding
9.2.2 Direct Contracting
9.2.3 Repeat Order
9.2.4 Shopping
9.2.5 Negotiated Procurement
For procurement through ADA or direct payment

40

42
43
43
43
44
45
46
47
47
48

10.0

Cultural and Athletic Activities

49

11.0

Human Resource Development and Training Program

49

12.0

Financial Expenses

49

13.0

Road Right-of-Way (ROW) / Real Property

13.1
Land
13.2
Structure/House
13.3
Improvements (trees, plants, growing fruits, etc.)

50
50
51
52