COTABATO DIVISION Doc No:

CARMEN NATIONAL HIGH SCHOOL

POB. CARMEN, COTABATO

Title: REPAIRS AND MAINTENANCE OF PROPERTY, Date Effective:

PLANT AND EQUIPMENT (PPE) Revision Status
Page 1 of 2

PROCESS FLOWCHART RESPONSIBLE PERSON/S DETAILS

RECEIVE
REQUEST FOR
REQUESTING
REPAIR Note 1
PARTY/PERSON

Conduct Pre-Repair PROPERTY INSPECTOR Note 2

SUPPLY OFFICER Note 3
Inspection Report

Supply Officer, School Principal,

Procurement Process Note 4
BAC Chair and Members, DO

Receives supplies/PPE Supply Officer Note 5

Conduct Post Repair Property Inspector Note 6

Inspection

Bookkeeper, DO, School

Payment Note 7
Principal

Update
Preventive Supply Officer Note 8
Maintenance
Report

REVIEWED BY: APPROVED BY:

ROLEEN MOLENO MELEA M. DUGAYO

Assistant Principal School Principal
 COTABATO DIVISION Doc No:
CARMEN NATIONAL HIGH SCHOOL
POB. CARMEN, COTABATO

Title: REPAIRS AND MAINTENANCE OF PROPERTY, Date Effective:

PLANT AND EQUIPMENT (PPE) Revision Status
Page 2 of 2

DETAILS

Note 1: Receipt of document (e.g. incident report) from the requesting party.

Note 2: The end-user will prepare a pre-repair report inspection for the technical staff’s
assessment. The PROPERTY INSPECTOR Submits the Pre-repair Inspection
Report to Supply Officer together with the item/unit to be repaired. If the repair
services can be done by the knowledgeable personnel within the office, there is
no need to prepare purchase request.

If outsourced services (e.g. electricity) the servicing party submits the

diagnosis/report for repair to the Supply Officer.

Note 4: Upon receipt of duly filled-up Pre-Repair Inspection Report, proceed to

procurement process.

Note 5: Upon delivery of supplies/PPE, the supply officer will prepare the Inspection
and Acceptance Report (for supplies/goods) and Certificate of Completion (for
services performed).

Note 6: The Property Inspector will prepare Post Repair Inspection Report.

Note 7: The supporting documents will be submitted to Finance/Accounting Office for

payment

Note 8: The Supply Officer will update the Preventive Maintenance Report

REVIEWED BY: APPROVED BY:

ROLEEN MOLENO MELEA M. DUGAYO

Assistant Principal School Principal
 COTABATO DIVISION Doc No:
CARMEN NATIONAL HIGH SCHOOL
POB. CARMEN, COTABATO

Title: DISBURSEMENT PROCESS (MOOE) Date Effective:

Revision Status:
Page 1 of 2

PROCESS FLOW REPONSIBLE PERSON/S DETAILS

Request of
supplies/ Supply Officer
materials Principal Note 1 & 2
Bookkeeper

Disbursing Officer/Admin
Canvassing Note 3, 4 & 5
Assistant II

BAC Chairman
Bidding and Awarding BAC Member Note 6
Supply Officer

Purchase Order BAC Chairman

Book keeper Notes 7
Disbursing Officer/Admin Assistant II

Payment Preparation Disbursing Officer Notes 8, 9 and 10

Receive Supplies and Inspection Officer

Supply Officer Notes 10 & 11
Materials

Distribution of Supplies and Supply Officer

Property Custodian Note 12
Materials

Disbursing Officer
Prepare and Administrative Assistant II Notes 13 & 14
Book keeper
Update Report

REVIEWED BY: APPROVED BY:

ROLEEN MOLENO MELEA M. DUGAYO

Assistant Principal School Principal
 COTABATO DIVISION Doc No:
CARMEN NATIONAL HIGH SCHOOL
POB. CARMEN, COTABATO

Title: DISBURSEMENT PROCEDURES (MOOE) Date Effective:

Revision Status
Page 2 of 2

DETAILS

Note 1: Supply Officer submits approved Purchase Request (PR) to the Bookkeeper.

Note 2: Approved PR will be sent to DBM for certification of Non-availability of stocks.

Note 3: Disbursing Officer/Admin Assistant II prepare documents for canvassing

signed by BAC Chairman.

Note 4: Send Canvass form to bidders for prices & availability of supplies.

Note 5: Prepare Abstract for summary of price quotations to determine lowest bidder.

Note 6: Consolidate documents

Note 7: Send P.O. to supplier

Note 8: Prepare Advice of Check Issued & Cancelled (ACIC) for Check Payments

Note 9: Prepare List of due & demandable accounts payable (LDDAP) for Auto Debit

Account Payments (ADA) with Financial Data Entry System (FINDES)

generated documents.

Note 10: All items purchased will be inspected by Inspection Officer.

Note 11: All items inspected will be received by the Supply Officer.

Note 12: For perishable items: Supply Officer will turn over the items to Property Custodian,
then the Property Custodian will record and issue it to the end-user. For non-
perishable items: Supply Officer will distribute items to end-user. For project
materials: Supply Officer will turn over the materials to the Labor. For projects:
Inspection Officer will check the status of the project. For activities: Coordinator will
submit list of attendance & MOV’s for liquidation attachment.

Note 13: Prepare RADAII & RCI, Consolidate RADAII & RCI, Submit reports to COA, Check
attachments if complete, Consolidate Junior & Senior Disbursement vouchers,

Note 14: Prepare transmittal

REVIEWED BY: APPROVED BY:

ROLEEN MOLENO MELEA M. DUGAYO

Assistant Principal School Principal
 COTABATO DIVISION Doc No:
CARMEN NATIONAL HIGH SCHOOL
POB. CARMEN, COTABATO

Title: DISBURSEMENT PROCEDURES (PS) Date Effective:

Revision Status
Page 1 of 2

PROCESS FLOW REPONSIBLE PERSON/S DETAILS

Submission of
DTR Teachers/Grade
Leaders/Employees/ Notes 1, 2, 3 & 4
Principal

Payroll In charge
Payroll Notes 5, 6, 7, 8 & 9

Payroll In charge
Preparation of salaries & Book keeper
Notes 10, 11, & 12
remittances Disbursing Officer
Principal

Remit to PLI’s & other

Disbursing Officer Note 13
mandatory offices

Disbursing Officer
Prepare Report Administrative Assistant II Note 14
Book keeper

Submission of Bookkeeper
Note 15
Disbursement
Vouchers

COTABATO DIVISION Doc No:

CARMEN NATIONAL HIGH SCHOOL
POB. CARMEN, COTABATO

REVIEWED BY: APPROVED BY:

ROLEEN MOLENO MELEA M. DUGAYO

Assistant Principal School Principal
Title: DISBURSEMENT PROCEDURES (PS) Date Effective:
Revision Status
Page 2 of 2

DETAILS

Note 1: Submission of DTR to grade Leader for consolidation. Deadline will be every 5 th
working day of the following month.

Note 2: The grade leader prepares transmittal and submit to Payroll in-charge.

Note 3: Payroll in charge will check DTR & prepare form 7.

Note 4: Consolidated DTR will be signed by Principal.

Note 5: Collect billing from PLI’s and mandatory something

Note 6: Update payroll master file and loans

Note 7: Prepare Generate payroll.

Note 8: Endorse to bookkeeper for checking

Note 9: Print payslip & listing.

Note 10: Prepare Advice of Check Issued & Cancelled (ACIC) for Check Payments

Note 11: Prepare List of due & demandable accounts payable (LDDAP) for Auto Debit
Account Payments (ADA) with Financial Data Entry System (FINDES) generated
documents.

Note 12: Prepare other attachments

Note 13: Get O.R & seek signature to PLI’s & other mandatory offices.

Note 14: Prepare RADAII & RCI, Consolidate RADAII & RCI, Submit reports to COA,
Check attachments if complete, Consolidate Junior & Senior Disbursement
vouchers

Note 15: Prepare transmittal

REVIEWED BY: APPROVED BY:

ROLEEN MOLENO MELEA M. DUGAYO

Assistant Principal School Principal
REVIEWED BY: APPROVED BY:

ROLEEN MOLENO MELEA M. DUGAYO

Assistant Principal School Principal