Supporting Documents

·         Minor Repairs

·         Program of Work
·         Purchase Request
·         BAC Resolution
·         Request for Quotation/ Canvas
·         Abstract of Canvas (Approved by School Head)
·         Purchase Order
·         Official Receipt / Sales Invoice
·         Certification from PTA (no contribution)
·         Inspection & Acceptance Report (IAR)
·         Payroll & DTR for Labor (35% of materials)
·         Pictures (Before, During & After)
·         Inspection & Certificate of Completion

Supporting Documents

Procurement of Goods and Services

—Purchase Request
—BAC Resolution
—Request for Quotation/ Canvas
—Abstract of Canvas
—Purchase Order
—Official Receipt / Sales Invoice
—Inspection & Acceptance Report (IAR)
Inventory Custodian Slip (ICS

Supporting Documents
Utilities (Electricity, Water, Telephone, Internet)
—Billing / Statement of Account
—Official Receipt
Claim for Janitorial/ Security Services
—MOA
— Payroll for honorarium
—DTR
—Official Receipt
—Billing Statement Agency
—Contract
 Appendix 41
***in lieu of APPENDIX 40

REPORT OF CASH DISBURSEMENTS

Period Covered _____________________

Entity Name : ___________________________ Report No. : ______________________

Fund Cluster : _________________________ Sheet No. : _______________________

DV/Payroll ORS/BURS Responsibility UACS Object

Date Payee Nature of Payment Amount
No. No. Center Code Code

CERTIFICATION
I hereby certify on my official oath that this Report of Cash
Disbursements in _________ sheet(s) is a full, true and correct
statement of all cash disbursements during the period stated above
actually made by me in payment for obligations shown in pertinent
disbursement vouchers/payroll.

Name and Signature of Disbursing Officer/Cashier

___________
Official Designation Date
 Department of Education
Region VII, Central Visayas
DIVISION OF CEBU
IPHO Building, Sudlon, Lahug, Cebu City

RESOLUTION NO. _______ S. 2017

“Resolution Recommending To The School Principal, The Alternative

Mode of Procurement in the Acquisition of Various Office Supplies for Schools Office Use”

Whereas, R.A. 9184 allowed the Alternative Mode of Procurement (APM) in the acquisition of goods and services when
the condition allows, provided, the Head of the Procuring Entity (HOPE) allowed/approved it:

Whereas, Purchase Request (PR) No. 06.123.006 “re: Supply and Delivery of Various Office Supplies for Division Office"
with an Approved Budget of Contract (ABC) in the amount of Php 152,000.00 is within the threshold for Shopping;

Now, therefore, be it resolved as it is hereby being resolved to recommend to the Schools Principal of Consolacion Central
School, Consolacion Cebu to procure the aforementioned item through the Alternative Mode of Procurement-Shopping.

Approved Unanimously.

Chair Co-Chair Member

Member Member

Approved

School Head/ Care Taker

 ABSTRACT OF CANVASS
DATE __________________________
date should be 4 days after the CANVASS
ITEM QTY. UNIT ARTICLES PARTICIPATING BIDDERS / SUPPLIERS
NO. CEBU INK-TONER WELL NUTECH MKTG. TRIMAX
1 50 rms bondpaper short US 20 7,887.50 8,000.00 7,750.00
2 50 rms bondpaper lng US 20 9,412.50 9,250.00 9,150.00
3 50 pcs expanded folder long 425.00 475.00 422.50
4 30 pcs expanded folder short - 240.00 238.50
5 25 pcs scissor big 887.50 1,200.00 875.00
6 50 pcs sign pen mygel 925.00 925.00 912.50
7 50 pcs sign pen mygel refill 662.50 825.00 650.00
8 40 rms mimeographing paper s18 L 6,030.00 6,120.00 6,000.00
9 20 rms mimeographing paper s18 S 2,545.00 2,600.00 2,500.00
10 100 pcs folder lng 400.00 400.00 395.00
11 50 pcs folder short 175.00 175.00 172.50
12 30 pcs magazine file 3,427.50 3,180.00 3,150.00
13 100 pcs ballpen ordinary 500.00 250.00 245.00
14 25 pcs cutter small 250.00 175.00 173.75
15 40 pcs correction tape 740.00 1,400.00 736.00
16 10 pcs puncher 1,197.50 1,300.00 1,190.00
17 10 pcs stapler # 35 w/o remover 2,392.50 860.00 850.00
18 10 pcs stapler # 10 545.00 300.00 297.50
19 20 rolls plastic twine 1,090.00 1,160.00 1,085.00
20 100 pcs cd-rw w/ case 4,350.00 5,700.00 4,325.00
43,842.50 44,535.00 41,118.25

BASED ON CANVASS / BIDDING DATED________________, AWARD IS HEREBY GIVEN TO______________________________,

WHO OFFERED THE LOWEST COMPLYING BID.

Approved by:
BAC Chairman Co-Chairman

School Head/ HT/ TIC

Member Member Member
 Appendix 60

PURCHASE REQUEST

Entity Name: _______________________ Fund Cluster: __________________

Office/Section : _____________ PR No.: ______________ Date: ____________
Responsibility Center Code :
_________________________ ___________
Stock/ Property
Unit Item Description Quantity Unit Cost Total Cost
No.

Purpose: ____________________________________________________________
_______________________________________________________________
_______________________________________________________________

Requested by: Approved by:

Signature : _________________________ ___________________________
Printed Name : _________________________ ___________________________
Designation : _________________________ ___________________________
 DEPARTMENT OF EDUCATION
Region VII, Central Visayas

Division of Cebu Province

CANVASS

(Supplier) Date

(Telephone No.)

Sir :

Please quote your piece of the article/s listed below for immediate delivery

To be open on :

Quantity Unit ARTICLE/S Unit Cost Total Cost

BY :

(Signature Over printed Name of Supplier) BAC CHAIRMAN

(To be enclosed by the dealer in the envelope sealed by him Date:
and delivered on the date and time indicated below) RIS. No. :
P.O. No. :
Date:
 Appendix 61

PURCHASE ORDER
______________________
Entity Name

Supplier : ______________________________________ P.O. No. : ____________________________

Address : ________________________________________Date : _______________________________
TIN : __________________________________________Mode of Procurement : _________________
Gentlemen:
Please furnish this Office the following articles subject to the terms and conditions contained herein:

Place of Delivery : _______________________________Delivery Term : ________________________

Date of Delivery : ________________________________Payment Term : ________________________
Stock/
Unit Description Quantity Unit Cost Amount
Property No.

(Total Amount in Words)

In case of failure to make the full delivery within the time specified above, a penalty of one-tenth (1/10)
of one percent for every day of delay shall be imposed on the undelivered item/s.

Conforme: Very truly yours,

__________________________ school head

Signature over Printed Name of Authorized
Signature over Printed Name of Supplier
Official
___________________________ _____________________________
Date Designation

Fund Cluster : __________________________________ORS/BURS No. : __________________

Funds Available : ________ amount of PO Date of the ORS/BURS: ___________
signature of school head Amount : _________________________
Signature over Printed Name of
Authorized Official
 Appendix 62

INSPECTION AND ACCEPTANCE REPORT

Entity Name : ______________________________ Fund Cluster : ___________

Supplier : ______________________________________________ IAR No. : prenumbered

PO No./Date : ___________________________________________ Date : _________________
Requisitioning Office/Dept. : _______________________________ Invoice No. : ____________
Responsibility Center Code : _______________________________ Date : _________________

Stock/
Description Unit Quantity
Property No.

INSPECTION ACCEPTANCE
Date Inspected : ________________________ Date Received : _____________________

Inspected, verified and found in order as to Complete

quantity and specifications
Partial (pls. specify quantity)

____________________________________________ ___________________________________
Inspection Officer/Inspection Committee Supply and/or Property Custodian
 Appendix 59

INVENTORY CUSTODIAN SLIP

Entity Name: (Name of School)

Fund Cluster : 01 ICS No : (pre-numbered)_

Amount
Inventory Estimated
Quantity Unit Unit Total Description
Item No. Useful Life
Cost Cost

Received from: Received by:

PROPERTY CUSTODIAN END-USER

Signature Over Printed Name
__________________________________
Position/Office
__________________________________
Date
Signature Over Printed Name
______________________________
Position/Office
______________________________
Date
 Appendix 33

PAYROLL
For the period _______________

Entity Name : ________________________________ Payroll No. : _______________________

Fund Cluster : _______________________________ Sheet _________of __________Sheets
We acknowledge receipt of cash shown opposite our name as full compensation for services rendered for the period covered.

COMPENSATIONS DEDUCTIONS
Serial Employee Salaries and Gross Total Net Amount Due
Name Position Signature of Recipient
No. No. Wages- Amount Deducti
Regular Earned ons

A CERTIFIED: Services duly rendered as stated. C APPROVED FOR PAYMENT: _________________________________________________________________

_____________________________________________________________________(P )

sign by timekeeper sign by school head

Signature over Date (Signature over Printed Name) Date
Printed Name of Head of Agency/Authorized
Authorized Official Representative

B CERTIFIED: Supporting documents complete and proper; D CERTIFIED: Each employee whose name appears on E
and cash available in the amount of the payroll has been paid the amount as indicated
P______________________. opposite his/her name
ORS/BURS No. : _______________
Date : ____________________
sign by school head sign by school head JEV No. : _____________________
Printed Name)
Head of Accounting Date (Signature over Printed Name) Date : ____________________
Division/Unit Disbursing Officer

Payroll used for security/utility/labor

 Republic of the Philippines
Department of Education
DIVISION OF CEBU PROVINCE
District of Talisay I
VICENTA A. MANREAL ELEMENTARY SCHOOL

PROGRAM OF WORK

Name of Project : Repair of Grade 3 Yellow - Classroom

Location : Jugan, Consolacion, Cebu

Scope of Work : Replacement 4 windows & installation of grills

Source of Funds : April School MOOE (labor - PTA/SEF)

PROGRAM OF WORK / BILL OF MATERIALS

QTY UNIT PARTICULARS UNIT PRICE AMOUNT
4 pcs iron grills 1,500.00 6,000.00
24 pcs window blades 10.85 260.40
4 pcs window frames 150.00 600.00
10 pcs welding rod 10.00 100.00

-
-
-
-
-
TOTAL MATERIALS 6,960.40
LABOR 35% 2,436.14
TOTAL COST 9,396.54

Prepared by: Funds Available:

Physical Facilities Coordinator PRINCIPAL/HT/TIC

Approved:

PRINCIPAL/HT/TIC