RO1-SDOIN-OSDS-ACC-F75-01-04

Effectity Date: 01Aug2018

CHECKLIST OF SUPPORTING DOCUMENTS FOR LIQUIDATION

NAME: DATE:
General Requirements Purchase of Construction materials

1 Cash Disbursement Register (2 COPIES) 1 BAC Resolution

2 Approved Disbursement Voucher 2 Request for Quotation (3 suppliers)

3 Approved Obligation Request and Status 3 PHILGEPS certificate/PHILGEPS registration

4 Request Letter 4 Abstract of Quotation

5 Approved Purchase Request 5 Purchase Order

Sales Invoice/Official Receipt (amount should be net of withholding
6 Fidelity Bond Certificate 6 tax)

7 Certification of NO Collection from PTA and Canteen 7 Inspection & Acceptance Report

Purchase of Office Supplies From DBM 8 Inventory Custodian Slip for Semi Expandable Items received by the
Supply Office
Agency procurement request duly stamped by DBM
1 9 BIR COMPUTATION
BIR Form 2306 & 2307 (whichever is applicable) duly received by the
2 Price Quotation from DBM 10 supplier
Certification from LGU signed by LGU accountant, budget and
3 Official Receipt 11 engineer (at least two signatories)

4 Delivery Receipt 12 Program of Works

5 Inspection & Acceptance Report 13 Pictures before, during and after

6 Certificate of Non Availability of Stocks (if the item in the PR is in the DBM
list of supplies but not available at the time of purchase)

7 Inventory
Office
Custodian Slip for Semi Expandable Items received by the Supply Labor for Repairs of Building

Payroll signed by In-Charge of payroll, Teacher in-charge of finance,

Purchase of Office Supplies From Local Suppliers 1 School head

1 BAC Resolution 2 Daily Time Record (DTR) of laborer

2 Request for Quotation (3 suppliers) 3 Approved Program of Work

3 PHILGEPS certificate/PHILGEPS registration 4 Pictures before, during and after

4 Abstract of Quotation

5 Purchase Order Purchase of Drugs and Medicines/Medical, Dental and Laboratory Supplies
Sales Invoice/Official Receipt (amount should be net of withholding tax)
6 1 BAC Resolution

7 Inspection & Acceptance Report 2 Request for Quotation (3 suppliers)

8 Inventory
Office
Custodian Slip for Semi Expandable Items received by the Supply 3 PHILGEPS certificate/PHILGEPS registration

9 BIR COMPUTATION 4 Abstract of Quotation

BIR Form 2306 & 2307 (whichever is applicable) duly received by the
10 supplier 5 Purchase Order
Sales Invoice/Official Receipt (amount should be net of withholding
Purchase of Other Supplies and Materials 6 tax)

1 BAC Resolution 7 Inspection & Acceptance Report

Inventory Custodian Slip for Semi Expandable Items received by the

2 Request for Quotation (3 suppliers) 8 Supply Office
PHILGEPS certificate/PHILGEPS registration
3 9 BIR COMPUTATION
BIR Form 2306 & 2307 (whichever is applicable) duly received by the
4 Abstract of Quotation 10 supplier
Distribution List of Supplies (e.g. pad paper, ID & other supplies
5 Purchase Order 11 given to students)

Sales Invoice/Official Receipt (amount should be net of withholding tax)

6

7 Inspection & Acceptance Report Travel

Inventory Custodian Slip for Semi Expandable Items received by the Supply
8 Office 1 Approved Travel Order(Original copy)

9 BIR COMPUTATION 2 Memorandum (if applicable)

BIR Form 2306 & 2307 (whichever is applicable) duly received by the Original Certificate of appearance/Photocopy of Certificate of
10 supplier 3 Participation

Distribution List of Supplies (e.g. pad paper, ID & other supplies given to
11 students) 4 Approved Itinerary of travel

5 Approved Certificate of travel completed

Training 6 Bus tickets (equivalent fare if not available)

Acknowledgement Receipt for the reimbursement (Teachers/ADAS)
1 Approved Travel Order 7

2 Registration Official Receipt

3 Memorandum

4 Original Certificate of appearance/Photocopy of Certificate of Participation

7 Acknowledgement Receipt from the recipient

 RO1-SDOIN-OSDS-ACC-F75-01-04
Effectity Date: 01Aug2018

CHECKLIST OF SUPPORTING DOCUMENTS FOR LIQUIDATION

Utilities

Water Internet

1 Statement of account (In case of loss, ledger) 1 Billing Statement

2 Official Receipt 2 Official Receipt

BIR Form 2306 & 2307 (whichever is applicable) duly received by the
3 BIR COMPUTATION 3 supplier

4 BIR Form 2306 & 2307 (if applicable) duly received by the supplier

Purchase of Drinking Water/Mineral Water Janitorial/Security Services

Payroll signed by teacher in charge of payroll, in charge of finance &
1 BAC Resolution 1 approved by school head
Official Receipt from agency (if applicable)
2 Request for Quotation (3 suppliers) 2
PHILGEPS certificate/PHILGEPS registration of the winning supplier
3 3 Notarized Contract (photocopy)

4 Abstract of Quotation 4 Daily Time Record (DTR)

5 Purchase Order
Sales Invoice/Official Receipt (amount should be net of withholding tax)
6 Repair of Equipment & Furniture & Fixtures (Labor and/or Materials)

7 Inspection & Acceptance Report 1 Request for Quotation (3 suppliers)

8 BIR COMPUTATION 2 Abstract of Quotation

BIR Form 2306 & 2307 (whichever is applicable) duly received by the
9 3 Pre-Inspection Report
supplier
Electricity 4 Official Receipt

1 Statement of account (In case of loss, INEC ledger) 5 Post Inspection Report

2 Official Receipt 6 Waste Materials Report (if any)

3 INEC COMPUTATION PHILGEPS certificate/PHILGEPS registration

7

4 BIR Form 2306 duly received by the supplier

Communication Mobile (Plan) Fidelity Bond Premiums

1 Billing Statement 1 List of Bonded Officials

2 Official Receipt (Maximum P 600) 2 Official Receipt

3 BIR COMPUTATION

4 BIR Form 2306 & 2307 (whichever is applicable) duly received by the Purchase of Fuel
supplier
Certification from OIC – School (for school head with 2 or more schools
5 charging telephone expense in all his/her schools) 1 Detailed Purchase Request

Communication Landline (Plan) 2 Inspection & Acceptance Report

1 Billing Statement 3 Purchase Order

2 Official Receipt (Maximum P 600) 4 Trip Ticket

3 BIR COMPUTATION

BIR Form 2306 & 2307 (whichever is applicable) duly received by the
4 supplier Insurance

Purchase of prepaid cards for communication & internet expense 1 List of students insured

1 BAC Resolution 2 Official Receipt

2 Request for Quotation (3 suppliers) 3 Memorandum of agreement with partner agency

PHILGEPS certificate/PHILGEPS registration of the winning supplier
3
Additional Documents For Purchases Php 50,000.00 and above
4 Abstract of Quotation

5 Purchase Order 1 Posting to Philgeps

Sales Invoice/Official Receipt (amount should be net of withholding tax)
6 2 Notice of Award

7 Inspection & Acceptance Report 3 Notice of Proceed

8 BIR COMPUTATION

BIR Form 2306 & 2307 (whichever is applicable) duly received by the
9 supplier

Certification from OIC – School (for school head with 2 or more schools
10 charging telephone expense in all his/her schools)
 Appendix 59

INVENTORY CUSTODIAN SLIP

For the month of ______________

Entity Name: _________________________________

Fund Cluster : ________________________________ ICS No : ______________
Amount
Inventory Estimated
Quantity Unit Unit Description
Total Cost Item No. Useful Life
Cost

Received from: Received by:

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

149
 Date

CERTIFICATION

To Whom It May Concern:

This is to certify that NAME OF SCHOOL has not collected/charged any amount from PTA
and canteen fund for electricity, water, internet and communication expenses for the month
of __________________.

This certification is issued for School MOOE liquidation purposes.

Signed at _____________________ this ______________.

School Canteen Manager

PTA President

PTA Treasurer