at Republic ofthe Philippines of the Interior and Local Government "NATIONAL POLICE COMMISSION NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE OFFICE OF THE CHIEF, PNP ‘Camp Crame, Quezon City UCT 94 2007 MEMORANDUM CIRCULAR NUMBER 2007- GUIDELINES IN THE ACCEPTANCE OF DONATION OF TANGIBLE GOODS OR ASSETS IN FAVOR OF THE PNP 4. REFERENCES: a. General Accounting and Auditing Manual b. Civil Code of the Philippines c. Presidential Decree 1445, titled, “Ordaining and instituting a careinnnen Auditing Code of the Philippines “ dated June 11, 2. OBJECTIVES: a. To define preconditions and procedures in accepting donation of tangible goods or assets in favor of the PNP. b. Delegate levels of authority to sign acceptance of donation and give due recognition to donors. 3. PURPOSE: The circular prescribes the policies and guidelines in the acceptance of tangible goods or assets to the Philippine National Police\and proper disposition thereof. 4, DEFINITION OF TERMS: a. Donation - is an act of liberality whereby a person, juridical entity, government or non-government organization disposes gratuitously of a thing or Tight in favor of the PNP, who accepts it b. Donor - any person, natural or juridical entity, government or non- government organization that gives, donates, or presents goods or assets to the PNP. ¢. Donee - as used in this circular refers to a PNP unitioffice as recipient of a donation, such as equipment/property needed by the PNP in furtherance of its mission. 5G4. Deed of Donation - an instrument in a form of public document whereby a conor officially transfer possession and ownershipiright over & Spesific thing of asset in favor of a donee PNP unitiffice wneroit by virtue of seen donation acquires legal ownershipiright over the subject donation e, Acceptance - itis an express act reduced in writing by which 2 PNP. Officer authorized by this circular to accept donation acceded to an offer of donation, {. Tangible Goods or Assets — as used in this circular, pertains to but not limited to equipment, supplies, cash, movable or immovable property, regardless orits amount or value needed by the PNP in furtherance of its mandated mission and functions. 6. POLICIES: a. The authority to approve and sign for acceptance of donations for, and in behalf of the PNP unitloffice shall only be vested to the following officers: (1) Chief, PNP (2) Directors of D-Staff (3) Directors of NSUs (4) Regional Directors/District Directors (5) Provincial Directors/City Directors (6) Group Directors of Regional Mobile Group (7) Chiefs of Police (8) Station Commanders of NCRPO b. Donations shall only be accepted if such act will redound to the benefit of the PNP organization, particularly in the attainment of its goals and objectives. The PNP shall only accept donations from legal or legitimate sources, 4. For purposes of accounting, and in order for the donation to be valid, it must always be executed through a deed of donation where, FLORES valtistion of the donated real property, equipment or supplies shal be determined for purposes of accounting and recording in the books of account of the recipient ENP crn In case of absence, proper valuation thereof shall be determined by an appraisal committee to be created by DLIRLD. The Appraisal Committee shall be composed of the following Supply Accountable Officer Concerned Supply Officers/PNCO Concerned Budget and Finance Officer Representative from COA Representative from the Accounting Office ORONS e. Entry into the Book of Accounts ~ Within fifteen (18) days upon acceptance of the donation, Supply Officers shall efter the donated goods or aecele into the property book and submit a report to the Directorate for Logistics thru channel. 57f It is the policy of the PNP not to give special treatment to the donors or to whoever facilitated the donation. As a result of such donation, the donor and the latter shall not expect anything in return The donation shall only be used for “official functions or duties” of the PNP. Chiefs of unit/office shall ensure strict adherence hereof. h. The Donee shall, before accepting donations, ensure that equipment, supplies or items and real properties donated are free from tax liens, mortgage, encumbrances, and other obligations. Documents which do not entail financial expenses may be secured with the assistance of donee. i On the actual date of acceptance of donation, the DLIRLD shall be represented to observe the tum-over of donations to the authorized vested unitfoffice, and to be accompanied by the following representatives corresponding to the prescribed equiomentiproperty to be donated TMG for donation of motor vehicle FED for donation of firearms ES for donation of real/property FS for donation of cashifund i NHQ/RHOQ representatives will serve as witness in the ceremonial turn-over of donations and shall render After Activity report to the CPNP or RD in the case of PROs thru channel. k. Equipmentiproperty donated to the PNP shall only be accepted when it is made without any intention to defraud creditors and other parties in interest relative to the subject or item of donation and that the donor has sufficient funds and properties reserved for himself and his obligations. 6. PROCEDURES: a.) Inthe Deed of Donation, the following terms of agreement must be verbatim incorporated: ~ A statement of the proposed use of the donation and any conditions placed on its use by the conor; - Astatement of the authority for the PNP’s use of the donation; - A statement that the donation is a bonafide donation such that the donor does not expect any special treatment from the PNP as a result of the donation. b.) When any individual or juridical entity is determined to donate tangible goods or assets for a particular unit of the PNP, a prior notice should be made by the respective chiefs of office or commander to the next higher approving authority for his approval and clearance On donation of the following equipmentproperty, the prescribed procedures must be met:1 MOTOR VEHICLE (a) __ In donation of vehicle, the donor should transfer the deed of donation, official receipt and certificate of registration to the donee. (b) TMG shall assist the donee in speedy facilitation of transfer of ownership, registration and shall certify that the donation is not included in the list of carnapped vehicles. (c) Concerned PNP Officers who are authorized to accept donations shall ensure compliance to the standard markings, colors, and specifications of motor vehicles as prescribed by DRD and existing NAPOLCOM Resolutions. ll. FIREARMS (a) The donor shall submit a request for Authority to Purchase prior to procurement of high-powered firearms (HPFAs) for processing at (FED) ‘and subject to approval by the C, PNP. The FED shall process and issue the Certificates of Registration (licenses) of the firearms in the name of the Donee upon approval of the said Authority to purchase in order to prevent their diversion to unauthorized users. (b) Ownership of firearms donated must be with the PNP and said firearm shall only be used by PNP personnel for official functions. (c) ORD shall ensure that the donated firearms must comply with standing NAPOLCOM Resolution. Directors/Chiefs of concemed Office shall ensure compliance to such standard (4) No portion of the donated firearms shall be used or issued to the donor or any other person/office aside from the PNP. lll, REAL PROPERTY a. Acceptance of Donated Lot. The Head of units/offices to whom the property was offered shall prepare the Deed of donation which shall be signed by the donor before a Notary Public. After due execution of the donation by the Donor, the Chief of Office may accept the donation or the same shall be transmitted to the Chief, PNP for acceptance (Attn: Directorate for Logistics, PNP) in eight (8) copies with the following supporting papers: 1. Transfer Certificate of Title; 2 Lot location plan of the property duly certified by a Registered Geodetic Engineer; 3. Tax Declaration (current); 4. Real Estate Tax Receipt, 5, _ Board/Sangguniang Bayan/Lungsod/Panialawigan resolution confirming the act of the Donor for LGU donated properties Included in the resolution is the juridical personality of the donor whether @ corporation, LGU or individual 59(2) Incase the Chief of Office/Unit accept the donation, he shall submit an original copy of the donation to the Directorate for Logistics copy furnish the Director, PNP Engineering Service. (c) The donor shall be notified of the acceptance and consummation of the donation, (d) Titling procedures according to classification of land are as foliows: For registered land (portion donated for the mother lot) 1, Conduct research and secure documents pertaining to the lot at PNP, DENR or LRA. 2. Submit survey plan to DENR for approval 3. Payment of Taxes/Gov't Fees 4. Proceed to ragister of Deeds for application of TCT For registered land (donation of whole as stated in TCT/OCT) 1. Conduct research and secure documents pertaining to the 1 lot at PNP, DENR or LRA. 2. Payment of Taxes/Gov't Fees 3. Proceed to register of deeds for application of TCT (e) For unregistered iand thru judicial titling 1. Conduct research and secure documents pertaining to the lot at PNP, DENR or LRA Gov't Order from RTC. Issuance of Decree Number from LRA Issuance of OCT at Register of Deeds 2. Conduct survey of property 3. Submit survey plan to DENR for approval 4. Application for titling at the RTC. 5. Publication 6. Hearing 8. 9. (f) For unregistered land thru Administrative Titling 1. Conduct research and secure documents pertaining to the lot Conduct survey property Submit survey plan to DENR for approval Secure Clearances from barangay, Municipal/City, DOH, DPWH and et Application for Presidential Proclamation with DENR Issuance of Presidential Proclamation by the President Application of Special Patent with the DENR, Nout pon 60(9) _ If the purpose of the donated property is for the construction of police station, if should conform to the requirements of the approved building type and standard of police station based in its category and class. Iv. CASH/FUND (1) Acknowledgement Receipt shall be issued by the Collecting Officer of the Finance Service (FS, PNP NHQ) or the Regional Finance Service, in case of PROs to the donor upon receipt of the donated fund. (2) Funds donated whether in the form of cash or check in favor of the PNP shall be deposited with Land Bank of the Philippines under the trust receipt account opened for the purpose and its utilization shall be in accordance with the deed of donation andi or approved program of expenditures, as the case maybe (3) The donor shall be given an update upon procurement or completion of the project as intended in the deed of donation. (4) In case of inter-agency donations/funds transfer to the PNP, Finance Service shall submit the Report of Checks Issued (RCI) and the Report of Disbursements (RD) to report the utilization of funds. (5) A separate subsidiary ledger shall be maintained for each account. V. OTHER EQUIPMENT Other tangible goods or assets donated not mentioned in the preceding paragraphs, should comply with the requirements prescribed by applicable laws, provisions of this circular and shall at all times be properly recorded, documented and valuated. * RESPONSIBILITIES: a _Directors/Heads of Offices/Chiefs of Police/Commanders shall be directly responsible for the strict implementation of this circular. b. Regional Directors of PROs thru their respective Chiefs, Regional Logistics Division shall ensure that all tangible goods or assets acquired thru donations within their respective PNP unit/office are documented, reported to DL and properly entered into the PNP property book. c. DO, in coordination with Di, shall appraise the operational needs and resources of Police Units against existing threats as basis for granting ‘Authority to Purchase HPFA and other special weapons. d. DL shall issue supply directive for the issuance of the donated equipment/property to the donee PNP Unit ¢. DI, IG and RID upon request of the concerned officer authorized to accept ihe donation shall conduct background investigation on the donor to establish the source and integrity of the latter. 61(g) _ If the purpose of the donated property is for the construction of police station, if should conform to the requirements of the approved building type and standard of police station based in its category and class. IV. CASH/IFUND (1) Acknowledgement Receipt shall be issued by the Collecting Officer of the Finance Service (FS, PNP NHQ) or the Regional Finance Service, in case of PROs to the donor upon receipt of the donated fund. (2) Funds donated whether in the form of cash or check in favor of the PNP shall be deposited with Land Bank of the Philippines under the trust receipt account opened for the purpose and its utilization shall be in accordance with the deed of donation andi or approved program of expenditures, as the case maybe (3) The donor shall be given an update upon procurement or completion of the project as intended in the deed of donation. (4) In case of inter-agency donations/funds transfer to the PNP. Finance Service shall submit the Report of Checks Issued (RCI) and the Report of Disbursements (RD) to report the utilization of funds. (5) A separate subsidiary ledger shall be maintained for each account. V. OTHER EQUIPMENT Other tangible goods or assets donated not mentioned in the preceding paragraphs, should comply with the requirements prescribed by applicable laws, provisions of this circular and shall at all times be properly ‘ecorded, documented and valuated. 7 RESPONSIBILITIES: a _Directors/Heads of Offices/Chiefs of Police/Commanders shall be directly responsible for the strict implementation of this circular. b. Regional Directors of PROs thru their respective Chiefs, Regional Logistics Division shall ensure that all tangible goods or assets acquired thru donations within their respective PNP unitioffice are documented, reported to DL and properly entered into the PNP property book. DO, in coordination with DI, shall appraise the operational needs and resources of Police Units against existing threats as basis for granting Authority to Purchase HPFA and other: special weapons. 4 DL shall issue supply directive for the issuance of the donated equipment/property to the donee PNP Unit. ©. _ DI, IG and RID upon request of the concerned officer authorized to accept the donation shali conduct background investigation on the donor to establish the source and integrity of the latter. 61f. Civil Security Group shall release the firearms procured only when there is deed of donation executed by the donor in favor of the donee. g. Provincial Directors/Heads of Offices/Chiefs of Police/Commanders. thru their respective Logistics Officer/PNCO shall ensure that all tangible goods or assets donated shall be exclusively utilized in official PNP activities. h. _ Directors/Heads of Offices/Chiefs of Police/Commanders shall give appropriate recognition/appreciation to donoris. i. Supply Accountable Officers (SAO) shall ensure that all goods or assets donated is recorded, documented and entered into the property book and furnish the accounting office, copy of deed of donation with the corresponding valuation and other supporting documents for recording in the books of accounts. Likewise, the Collecting Officer shall record in his official cash book and do the same, in case of cash/fund donations in favor of the PNP. j. SAO and Logistics Officers should submit to B&FO, DL or respective RLD the budgetary requirements for the maintenance of acquired equipment for inclusion in the next budget proposal. k. Directors/Heads of Offices/Chiefs of Police/Commanders shall ensure that all donated tangible goods or assets shall form part of their monthly report to higher headquarters for evaluation and rating purposes. I Directors of concerned NSUs shall extend assistance to the donee in processing the transferldocumentation of equipment/property donated to the PNP. m. — It shall be the responsibility of the Supply Accountable Officers (SAO) and Logistics Officers (DL, RLD) to furnish the Accounting Division within fifteen (15) days pertinent papers regarding the properties donated to the PNP to properly maintain the PPE ledger cards in accordance with the provision of the Manual on New Government Accounting System (NGAS) and in order to Teconcile the property books and the accounting books. 8. PENALTY CLAUSE: Any violation of this circular shall be investigated and, if warranted by vidence, appropriate criminal, civil, and administrative charges shall be filed against those who may be responsible thereof. 9. EFFECTIVITY: This Circular takes effect fifteen (15) days after publication. IR ‘olice Director General Chief, PNP So26s00 62Republic of the Philippines Department of the Interior and Local Government NATIONAL POLICE COMMISSION NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE OFFICE OF THE CHIEF , PNP DEC 07 2007 Camp Crame, Quezon City SUBJECT: Letter of Instructions olf ot (Replacement Clothing Allowance New Payment Scheme) TO See Distribution 4. REFERENCES a. NAPOLCOM Resolution No. 91-018, re- “Rationalizing the Structure of Allowances and Incentive Pays Over and Above the Basic Pay and Longevity Pay of PNP Uniformed Personnel of the Philippine National Police” and authorizing the grant of Individual Equipment Allowance of Uniformed Personnel of the Philippine National Police; b. NAPOLCOM Resolution No. 96-093, amending certain provisions of NAPOLCOM Resolution No. 91-18 re- “Rationalizing the Structure of Allowances and incentive Pays Over and Above the Basic Pay and Longevity Pay of PNP Uniformed Personne! of the Philippine National Police” and authorizing the grant of Individual Equipment Allowance of Uniformed Personnel of the Philippine National Police; c. NAPOLCOM Resolution No. 2007-182, amending the provisions of item nos. 17 and 18 of NAPOLCOM Resolution No, 96-093; 4. Section 48 of Republic Act 9401 re GAA for FY 2007; and e. Approved Memo for C, PNP dated September 26, 2006, Subject: Improving Uniform Presentability of PNP Personnel by Giving the RCA Partially in Kind. 2. PURPOSE AND SCOPE: This Letter of Instructions provides the guidelines to be undertaken by concerned PNP Units/Offices in the payment of the RCA wherein the procurement of GOA Cloth (in-kind both for lower and upper garments) must be ensured to improve the appearance and presentability of the PNP uniformed personnel 3. SITUATION. The Replacement Clothing Allowance (RCA) is given to PNP Uniformed Personne! every three (3) years of continuous service for the procurement or replacement of clothing/uniforms; The scheme of giving the RCA in full amount without putting some controls of ensuring the purchase of the “mostly-worn” items, however, has defeated its purpose. Most often than not, claimants fail to utilize the RCA to #3purchase new/replacement sets of clothings required: Such practice resulted in the non-presentability of the uniform (particularly the GOA) of many PNP Uniformed Personne! thereby affecting the image of the PNP organization; and ‘The current RCA is P411,655.00 and P10,827.00 for female/male PNP Uniformed Personnel, respectively. 4, MISSION: ‘The Philippine National Police (PNP) shall provide and ensure the proper utilization of the Replacement Clothing Allowance (RCA) to improve the presentability/appearance of the PNP uniformed personnel thereby improving the image and credibility of the PNP organization. §. POLICIES: 2 The RCA will be given in its cash value to the claimant but the claimant must show proofs that he/she has bought at least THREE (3) sets of the GOA cloth (both for the upper and lower garments) from the PNP Service Store System (PNPSSS) duly receipted and further confirmed by the Logistics ISupply Officer before his RCA check could be released to hinvher, b. RCA Claimants must make sure and comply that the cloth items are tailored/sewn into GOA uniform. c. Specifications for the clothing items, the cut of the uniform and other parts of the uniform must conform with the existing specification standards set by the PNP and approved by the NAPOLCOM; d. PNP Uniformed Personnel who are due for compulsory/optional retirement within one (1) year from the last effective date of RCA entitlement can receive the whole RCA amount in cash and may not be required to procure the GOA cloth. He/she must however, present at least two (2) sets of his/her personally owned already tailored/cut uniform that are still presentable which shall be confirmed by the Logistics Officer. e. Beneficiaries/Dependents of PNP Uniformed Personnel who are entitled to receive the RCA but died without receiving same may claim the RCA in full amount. 6. CONCEPT OF IMPLEMENTATION: The preparation for the RCA and the payment scheme will undergo the usual process but before the check is released to the claimant, proof of purchase and confirmation must be presented first to ensure that the most Tequired/mandatory components of the police uniform will be procured. a. RCA Items Required: There are at least eleven (11) items for both male and female PNP Uniformed Personnel identified to be purchased in kind out of the RCA, as approved by NAPOLCOM: 4) PNP General Office Attire — (Resolution No, 96-116) 2) Field Service Uniform — (Resolution No. 2006-389) 3) Combat Boots Tropical — (Resolution. Nos. 97-137 & 97-117) 4) Dress Shoes, Low Cut - (Resolution No. 99-016) 644 z5) Pershing Cap with PNP Logo (Resolution. No. 99-020) 6) Pistol Belt with complete accessories — (Resolution No. 97-113) 7) Garrison Belt with Wire Buckle — (Resolution No. 96-116) 8) Rubber Shoes, White — (Resolution. No. 2003-079) 9) Athletic Uniform — (Resolution No. 98-145) 10) T-Shirt cotton, White V-Neck 11) Sleeping Bag — (Resolution No. 2004-227) Of the eleven (11) items, however, the PNP General Office Attire (GOA) 's the most visible and most frequently worn by the PNP Uniformed Personnel while on duty. The procurement of such items by the individual claimant must therefore be ensured to improve the appearance of the PNP Uniformed Personnel. b. Process of Procurement and Payment: 4) Recipients of RCA shall be based on the generated master list prepared by DPRM, with each PROs and NSUs duly furnished. Issuance of such shall be on the basis of appropriate orders issued by the Directorate for Personne! and Records Management (DPRM) for NHQ personnel, RPHRDD for PRO personne! and ADP for NSU personnel upon the recommendation of respective Heads of Units; 2) The preparation of the payment for the RCA in the name of the claimant PNP personnel shall follow the normal process. Disbursement Vouchers, which shall include all the required papers in the processing, shall be filed at PNP Finance Service or its counterparts in the PROs and NSU; 3) Prior to the release of check, the claimant should FIRST; show proof that he/she has purchased the GOA cloth (at least for three (3) sets of Uniform) from the PNPSSS or through its Regional or Provincial Branches, and SECOND; show proof that such purchase is confirmed by the Logistics/Supply Officer (Logistics/ Supply Officers of respective offices for personnel assigned at NHQ; C, RLDs or Provincial/City Supply Officers for those at the PROs; and ADLs or Logistics/Supply Officers of NSU Regional Offices for those with the NSUs) in a separate confirmation sheet (Annex “A” — Confirmation Sheet) that is issued after the claimant has shown the receipt and the items bought to the Logistics Officer; 4) For uniformed personnel who are due to retire compulsorily/optionally in one (1) year from date of last RCA entitlement, they may not buy new sets of GOA cloth but they have to show/bring to the Supply Officer at cast TWO (2) sets of ‘still presentable” personally-owned sets of GOA uniform and a Certification from the Administrative Officer (Administrative Officer of rescective offices for personnel assigned at NHQ, C, RPHRDD or Provincial/Gity Administrative Officers for those at the PROs; and ADPs or ‘Admin/Personnel Officers of NSU Regional Offices for those with NSUs) that he/she is due for retirement. The Supply Officer, after satisfactory inspection shall accomplish a ‘Confirmation Sheet’ (Annex “A-1") for such compliance indicating therein the status (compulsory or optional) of the RCA Claimant. Such “Confirmation Sheet” (with the certification of “due for retirement" status attached) will only be the one to be shown to the Finance Officer for the release of the RCA check. 5) Beneficiaries/Dependents of uniformed personnel who are entitied but died without receiving the RCA can claim the RCA by showing the authentic death certificate as proof. 65 36) The release of check should be acknowledged by the claimant in a prepared ‘eceipt form . (Annex “B" — Receipt/Acknowledgement Form). The proofs of purchase and confirmation should be attached to the acknowledgement receipt; and 7) The RCA Claimant shall ensure that the cloth items are tallored/sewn into GOA uniform within a reasonable period of time in any “RECOGNIZED/AUTHORIZED" Tailoring Shop in conformity with the design/cut specifications pursuant to approved NAPOLCOM Resolution. He/She must comply by bringing the sets of already-tailored GOA uniform to his/her Head of Office/COP for showdown inspection. % TASKS/RESPONSIBILITIES: a. DPRM 1) Prepare/Generate a computerized master list of PNP uniformed personnel indicating therein the years they are entitled to receive their RCA. The master jist shall be updated every year. Payment of RCA for all uniformed personnel regarciess of PNP units will be based on the generated master lis 2) Issue/Cause the issuance of orders to PNP uniformed personnel who are entitled to receive Replacement Clothing Allowance; 3) Program the funds for RCA based on the generated master list; 4) Process vouchers for Replacement Clothing Allowance (RCA); 5) Endorse RCA claims to DC for funding purposes; and 6) Assist in the dissemination of the new RCA scheme. b. DC 4) Incorporate the funding requirements for the RCA in the annual appropriations of the PNP; 2) Inspect attachments, check computations and pre-audit claims relative to RCA; 3) Issue the Notice of Fund Availability (NFA) and Notice of Cash Allocation (NCA) for RCA; 4) Post and record in the books of accounts and forward RCA vouchers to Finance Service (FS); and 5) Assist in the dissemination of the new RCA scheme. ec. DL 1) Cause the procurement/availability of the GOA items with the PNPSSS; 2) Plan with PNPSSS the distribution of the GOA items to the regional and provincial branches;3) Ensure reasonable warranty period of purchased items and incorporate return and exchange policy in the contract of supply to safeguard the interest of the PNP and the end-users; and 4) OPR in the dissemination of the new RCA scheme. d, DRD 1) Prescribe quality standards, specifications and designs for PNP clothing and individual equipment; 2) Ensure that RCA suppliers comply with the quality standards, specifications and designs by conducting test and evaluation on all RCA items before and after delivery to the PNPSSS; 3) Conduct research, studies and surveys and random consultation with field personnel regarding clothing and individual equipment for the enhancement of the same; 4) Ensure that all RCA items conform with the specifications pursuant to the NAPOLCOM Approved Resolution for each item in coordination with all the Regional and NSU Directors; 5) Provide designed “proto-type” and the approved specification to PROs and NSUs as model; and 6) Issue “authority” to cut/tailor and maintain records of PNP authorized/recognized tailoring Shops. e. FS Process vouchers for the payment of the RCA due to entitled PNP Uniformed Personnel f. Regional Directors of PROs 1) Prepare/Update/Maintain a master list of PNP Uniformed Personnel indicating therein the years they are entitled to receive their RCA. Furnish DPRM copy of such master list for counter checking purposes; 2) Ensure the early issuance of RCA orders at least three (3) months before the date/quarteriyear of entitled claim; 3) Identify tailoring shops within respective AORs to include those in the island Police Stations (if there's any) that will be recommended to be given “Authority/Recognition” in the cutting/tailoring of the GOA uniform. Submit a list of such identified shops to DRD for the processing of their “Authority/Recognition” to cutftailor the PNP GOA. Conduct meetings and dialogues with owners of tailoring shops to adhere with the law and related rules and regulations pertaining to the cutting/tailoring and sale of the PNP uniform. Further, conduct regular spot inspection on the PNP authorized/recognized tailoring shops; 4) Implement the uniformity in the design and cut of GOA Uniform worn by the PNP Uniform Personnel down to the lowest PNP unit;5) Ensure that the RCA is received within a reasonable period by the claimants with the receipt of claim and the proofs of purchase and confirmation duly accomplished and strictly complied with; and 6) Ensure that the cloth items for GOA uniform are tailored/sewed within a reasonable period and a “compliance system” be adopted, such as, requiring the individual RCA claimant to bring the already tailored/sewn sets of uniform to his/her Head of Office. Consequently, concerned Head of Office will submit a report attesting to the fact of such compliance, either as individual or as a group of recipients... g. Directors of NSUs 1) Prepare/Update/Maintain a master list of uniformed personnel indicating therein the years they are about to receive their individual RCA. Furnish DPRM copy of such master list for counter checking purposes; 2) Ensure the early issuance of RCA orders at least three (3) months before the date/quarter/tear of entitled claim; 3) Implement the uniformity in the design and cut of GOA uniform worn by the PNP Uniform Personnel; 4) Inform the regional offices of the list of “authorized/recognized” tailors in respective regions where personnel could have their uniforms tailored/out; 5) Ensure that the RCA is received within a reasonable period by the claimants with the receipt of claim duly accomplished; and 6) Ensure that the cloth items for GOA uniform are tailored/sewed within a reasonable period and a “compliance system’ be adopted, such as, requiring the individual RCA claimant to bring the already tailored/sewn sets of uniform to his/her HeadiChief of Office. Consequently, concerned Head/Chief of Office shall submit a report attesting to the fact of such compliance, either by individual or as a group of recipients. 8. COORDINATING INSTRUCTIONS: a) All RCA items must conform to the specifications and standards set by PNP and approved by NAPOLCOM. b) Cloth items must be procured through the PNP Service Store System (PNPSSS) to ensure that the specifications set for the GOA are met. ) In case the RCA Claimant can not personally purchase the GOA cloth items required from the PNP SSS, he/she must accomplish an “Authority to Buy’ (Annex “C’) which the person he/she authorizes must present to the PNP SSS together with the current ID of the RCA Claimant. The PNP SSS must however, indicate in the Receipt of Purchase the name of the RCA Claimant. 689. RESCISSION: All earlier publications relative to the payment of RCA inconsistent with this are hereby rescinded, 10. EFFECTIVITY: This LOI takes effect upon approval. AVEE , JR. ‘olice Dir eneral Chief, PNP Cnet 67 searess Distribution: IAEA ‘See7255 D-Staff NASUs, NOSUs. PRO1 PRO2 PRO 3 PRO 4A, PRO 4B PRO 5 PRO 6 PRO7 PRO 8 PRO 9 PRO 10 PRO 11 PRO 12 PRO 13 PRO COR PRO ARMM NCRPO, 69— Confirmation Sheet (Uniformed PNP Personnel Not Due for Retirement) Control No. CONFIRMATION SHEET TO: FINANCE OFFICER This confirms that , of (Name of RCA Claimant) , showed proofs to me that he/she (Unit = Station, PPO/CPO) has purchased THREE (3) sets of CLOTH for GOA UNIFORM (both for lower and upper garments) by showing to me Receipt Number from the PNP Service Store System (PNP SSS) and the above-stated cloth items he/she bought. (Date) (Name and Signature of ‘Supply Officer) Annex “A-1" — Confirmation Sheet (Uniformed Personnel Entitled RCA but Due for Retirement) Control No. CONFIRMATION SHEET TO: FINANCE OFFICER This confirms that of (Name of RCA Claimant) , who is due to retire ‘Station, PPO/CPO) U compulsorily/optionally on showed/brought to (Date of Retirement) me TWO (2) sets of still-presentable GOA uniforms he/she personally owns. (Name and Signature of ‘Supply Officer)Annex “B* (RCA Acknowledgement Receipt) REPLACEMENT CLOTHING ALLOWANCE (RCA) ACKNOWLEDGEMENT RECEIPT This is to certify that |, (Rank, First Name, Middle Name, Last Name, Qualifier) presently assigned with (Station, PPO/CPO) acknowledges receipt of CHECK NO. representing the RCA Payment for Quarter, 200__ amounting to Php . (Date Received) (Rank, Name, Signature of Recipient) ISSUING FINANCE PCO/PNCO: (Rank Name and Signature) (Unity i 71