PHILIPPINE STATISTICS AUTHORITY

CITIZEN’S CHARTER
(2022 1st Edition)

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I. Mandate:
The PSA shall primarily be responsible for the implementation of the objectives and provisions of
R.A. 10625, R.A. 11055, and R.A. 11315.
It shall plan, develop, prescribe, disseminate, and enforce policies, rules and regulations, and
coordinate government-wide programs governing the production of official statistics, general purpose
statistics, civil registration services and inclusive identification system.
It shall primarily be responsible for all national censuses and surveys, sectoral statistics, community-
based statistics, consolidation of selected administrative recording systems, and compilation of
national accounts.

II. Vision:
Solid, responsive, and world-class authority on quality statistics, efficient civil registration, and
inclusive identification system.

III. Mission:
Deliver relevant and reliable statistics, efficient civil registration services and inclusive identification
system for equitable development towards improved quality of life for all.

IV. Service Pledge:

We, the Philippine Statistics Authority, commit to deliver relevant and reliable statistics, efficient civil
registration services and inclusive identification system to our clients and stakeholders.
We adhere to the UN Fundamental Principles of Official Statistics in the production of quality general-
purpose statistics.
We commit to deliver efficient civil registration services and inclusive identification system in
accordance with the laws, rules and regulations, and other statutory requirements.
We endeavor to live by the established core values and corporate personality of PSA and adopt the
appropriate technology in the development of our products and delivery of services to ensure
customer satisfaction.
We commit to continually improve the effectiveness of our Quality Management System towards
equitable development for improved quality of life for all.

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 LIST OF SERVICES
CENTRAL/HEAD OFFICE Page No.
Office of the National Statistician 13
Internal Audit Division 13
Internal Services: 13
1. Audit Engagement (Management and Operations Audit) 13
2. Internal Audit (Follow-through Audit) 16
Legal Service 17
External Services: 17

1. Action on Concerns Answered or Referred by Legal Service 17

2. Compliance to Subpoena 18

A. Subpoena Duces Tecum Ad Testificandum 18

B. Subpoena Duces Tecum /Court Order 20

C. Subpoena Ad Testificandum 21

3. Legal Advice/Opinion to Walk in Public Client/s (without letter) 22

4. Request for Legal Opinion/ Written Legal Query 23

5. Review of Petitions Under R.A. Nos. 9048/10172 25

PhilSys Registry Office 28
1. Online Step 1 Philippine Identification System Registration 28
2. Step 2 Philippine Identification System Registration 29
3. Walk-in/Institutional Philippine Identification System Registration 33
Sectoral Statistics Office 38
Macroeconomic Accounts Service: 38
External Services:
1. Generates and disseminates macroeconomic accounts and economic 38
statistics/indicators not on the PSA website for emailed data/product request
2. Generates and disseminates macroeconomic accounts and economic 40
statistics/indicators not on the PSA website for data/product request through phone
3. Generates and disseminates macroeconomic accounts and economic 42
statistics/indicators not on the PSA website for walk-in researchers
Economic Sector Statistics Service: 44
External
1. Walk-in Researchers Requesting for Printed Copy of Readily Available 44
Unpublished Data
2. Walk-in Researchers Requesting for an Electronic Copy of Readily Available 47
Unpublished Data
3. Researchers Requesting for an Electronic Copy of Readily Available 50
Unpublished Data through Email
4. Researchers Requesting for an Electronic Copy of Readily Available 53
Unpublished Data through Phone
5. Walk-in Researchers Requesting for Data Available at PSA Website 56
6. Researchers Requesting for Data Available at PSA Website through Email 58
7. Walk-in Researchers Requesting for Printed Copy of Unpublished Data Which 60
Requires Special Tabulation
8. Walk-in Researchers Requesting for an Electronic Copy of Unpublished Data 63
Which Requires Special Tabulation
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 9. Walk-in Researchers Requesting for an Electronic Copy of Unpublished Data 66
Which Requires Special Tabulation through Email
10. Data Request Received through Email from ONS/KMCD/ICU which Requires 70
Special Tabulation
11. Data Request through Formal Letter Addressed to the National Statistician and 72
Forwarded to ESSS
Social Sector Statistics Service: 74
External Services:
1. Request for Printed Copy of Readily Available Unpublished Data for Walk-in 74
Researcher
2. Request for an Electronic Copy of Readily Available Unpublished Data 77
3. Request for Electronic Copy of Readily Available Unpublished Data Thru Email 81
4. Request for data readily available at PSA website 83
5. Request for data readily available at PSA website through email 85

6. Request for Printed Copy of Available Unpublished Data but need additional 87
process to provide the data for Walk-in Researchers

7. Request for Electronic Copy of Available Unpublished Data which need 90

additional process to provide the data for Walk-in Researchers
8. Request for Electronic Copy of Available Unpublished Data which need 93
additional process through Email from KMCD
Civil Registration and Central Support Office
Financial and Administrative Service: 95
1. Processing of Permanent /Regular Employee Payroll for Central Office 96
2. Processing of Contract of Service Worker (COSW) Bi-Monthly Payroll 99
3. Payment of Utilities 102
A. Human Resource Division 108
1. Issuance of Certificate of Employment 108
2. Processing of Leave Application 110
3. Processing of Foreign Travel Authority 112
4. Issuance of Service Record to PSA Regular Officials and Employees 114
5. Issuance of Service Record to PSA Separated Employees 116
B. General Services Division 119
1. Issuance of Common Use Supplies and Equipment 119
2. Issuance of Common Use Supplies and Equipment Not Available Supplies and 120
Equipment
3. Provision of Transportation Service for Outside of Metro Manila 121
4. Provision of Transportation Service to PSA Officials and Employee (within Metro 123
Manila)
5. Non-Provision of Transportation Service Due to Non-Availability of Driver and 125
Service Vehicle
6. Dissemination of Submitted Office Issuances, Memorandums, and Advisories 127
through the EasyDocs
7. Purchasing of Public Bidding Documents 128
8. Facilitation of Room Reservation 131
9. Issuance of Summary Accountability Form to PSA Employees 132
B. Budget Division 133

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 1. Certifying Fund Availability of Concept Note 133
2. Certifying Fund Availability of Contract of COSW 135
3. Preparation of Budget Utilization Request and Status 135
4. Preparation of Obligation Request and Status (ORS) for the following 136
documents:
a. Obligation of Disbursement Voucher (DV)
b. Obligation of Notice of Obligation Request and Status Adjustment 137
(NORSA)
c. Obligation of Contract of Service Workers (COSW) 138
d. Obligation of regular Employee Payroll 139
e. Obligation of Regular Employee Overtime Payroll 140
f. Obligation of Purchase Order (PO) 140
g. Obligation of Monetization 141
h. Obligation of Terminal Leave Benefits 142
5. Processing of Fund Transfer Request to Regional Statistical Services Offices 143
6. Earmarking of Purchase Request 145
7. Endorsement of Monetization Request to Department of Budget and 146
Management (DBM)
8. Endorsement of Request for Terminal Leave Benefits (TLB) to Department of 147
Budget and Management (DBM)
C. Accounting Division 149
1. Processing of Purchase Order 149
2. Issuance of Certificate of Availability of Fund 150
3. Processing of Disbursement Voucher 152
a. First Salary
b. Salary (if deleted from payroll) 155
c. Salary Differential due to Promotion and/or Step Increment 158
d. Last Salary 161
e. Representation and Transportation Allowance 165
f. Clothing Allowance 168
g. Monetization of Leave Credits 171
h. Terminal Leave Benefits 174
i. Payment of Utilities 178
j. Payment for Resource Person/Lecturers 182
k. Payment of Freight Charges 185
Finance
1. Provision of Janitorial Services 189
2. Payment of Electricity and Water 189
3. Payment of Petroleum, Oil and Lubricants for PSA Service Vehicles 190
4. Disposal of Unserviceable Properties/Equipment Transfer without Cost or 191
Donation of Properties/Equipment to Government Agency (National/Local) /
Government Schools
5. Release of Office Clearance to Employee 195
6. Disposal of Unserviceable Properties/Equipment Public Bidding of 197
Unserviceable Properties/Equipment
7. Negotiated Procurement through Small Value Procurement – Lease of Venue 201
and Catering
Civil Registration Service: 205
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A. Civil Registration Services Division 205
Interrnal Services:
1. Issuance of Unconverted Requests (Copy Issuance of Birth, Marriage, Death 205
at PSA CRS Outlet)
2. Issuance of unconverted Certification of No Marriage Record/Advisory of 217
Marriage Record (Walk-in Clients) at PSA CRS Outlet

3. Processing of Electronic Endorsement Documents Endorsed Thru Outlets 222

4. Processing of Electronic Endorsement Documents Endorsed Thru Couriers 225
5. Processing of Documents under Memorandum Circular 2010-4 229
6. Processing of Civil Registry Documents under Circular No. 91-6 (Physical 232
Transfer of Civil Registry Document)
7. Issuance of Annotation Requests: Copy issuance of Birth, Marriage, or Death 235
affecting RA 9048 and/or RA 10172 at PSA CRS Outlet
8. Issuance of Annotation Requests: Copy Issuance of Birth Document Effecting 254
Legitimation by Subsequent Marriage of Parents
9. Issuance of Annotation Requests: Copy Issuance of Birth, Marriage, Death 274
Affecting Supplemental Report with One or Two Omitted Entries
10. Issuance of Annotation Requests: Copy Issuance of Birth, Marriage, Death 290
Affecting Supplemental Report with More than Two Omitted Entries
11. Issuance of Annotation Requests: Copy Issuance of Birth Document Effecting 297
Republic Act No. 9255 under Administrative Order No. 1, Series of 2004 (Old
Implementing Rules and Regulations)
12. Issuance of Annotation Requests: Copy Issuance of Birth Document Effecting 314
Republic Act No. 9255 under Administrative Order No. 1, Series of 2016
(Revised Implementing Rules and Regulations)
13. Issuance of Annotation Requests: Copy Issuance of Birth Document Effecting 331
Court Decision on Adoption
14. Issuance of Annotation Requests: Court Decrees that Need Verification on 340
Authenticity with Regional Trial Courts
15. Issuance of Annotation Requests: Copy Issuance of Birth, Marriage, and Death 341
Documents Affected by Court Decrees Change Name/Correction of
Entry/Cancellation
16. Issuance of Annotation Requests: Copy Issuance of Marriage Documents 354
Affected by Court Decrees on Declaration of Nullity, Presumptive Death,
Annulment, Among Others
17. Issuance of Annotation Requests: Copy Issuance of Marriage Documents 364
Affected by Court Decrees on Recognition of Foreign Divorce
18. Issuance of Annotation Requests: Copy Issuance of Civil Registry Documents 374
Affected by Sharia Courts Decision on Divorce
19. Issuance of Annotation Requests: Copy Issuance of Certificate of Marriage 383
Affected by Dissolution of Marriage of Indigenous Peoples
20. Processing of Renunciation Requests (PSA CRS Outlet -East Avenue ONLY) 396
21. Processing of Administrative Naturalization (PSA CRS Outlet -East Avenue 399
ONLY)
22. Processing of Option to Elect Philippine Citizenship (PSA CRS Outlet -East 403
Avenue ONLY)
23. Processing of Reconstruction of Civil Registry Documents 406
24. Processing of Erroneous Annotations under Error Correction Form (ECF) 408
25. Correction of erroneous indices through Production Vital Event Maintenance 411
(Prod-VE)
26. Bren-linking and Unlinking of Double or Multiple Registrations in the PSA CRS 413
Database
27. Processing request for endorsement (Foreign Documents) 416
28. Processing request for endorsement (Local Documents) 419

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 29. Processing and scanning of Specimen Signature of LCRO and Shari’a 421
Registrars and Authorized Personnel
30. Processing of Civil Registry Documents Received from Monthly Reports from 422
the Local Civil Registry Offices and Sharia Courts
31. Resolution of Problem Documents (from the Monthly Report) 427
32. Document Manual Verification Process 429
33. Transfer of Folios of Documents to Data Capture Center and Central Archives 431
34. Document Preparation of Processed Endorsed Documents, Piecemeal and 433
Pull-out Documents
35. Data Conversion of Civil Registry Documents from Monthly Report (Birth, 433
Marriage, Death)
36. Data conversion of CDLI Annotated Documents 436
37. Reply to Communications –Simple 438
38. Reply to Communications –Complex 439
39. Reply to Communications- Highly technical 440
Civil Registry System Outlet 444
External Services
1. Authentication of Birth Certificate (Walk-in clients) at PSA Civil Registry 444
System Outlet
2. Authentication of Death Certificate (Walk-in clients) at PSA Civil Registry 462
System Outlet
3. Authentication of Marriage Certificate (Walk-in clients) at PSA Civil Registry 472
System Outlet
4. Copy Issuance of Birth Record or Birth Certificate (Walk-in clients) at PSA Civil 486
Registry System Outlet
5. Copy Issuance of Death Certificate (Walk-in clients) at PSA Civil Registry 519
System Outlet
6. Copy Issuance of Marriage Certificate (Walk-in clients) at PSA Civil Registry 548
System Outlet
7. Issuance of Certification of No Marriage Record/Existence of Marriage Record 580
(Walk-in Clients) at PSA Civil Registry System Outlet
Internal Services:
8. Processing of Request for Index Correction of 597
Civil Registry Documents in the PSA Civil Registry Database (Internal
Process)
9. Processing of Civil Registry Documents Requiring Manual Retrieval and Re- 598
scanning from the Central Archive through
Help Desk System (Internal Process)
Censuses and Technical Coordination Office: 600
A. Standards Service - Statistical Standards Division 600
1. Review and Clearance Application through the Statistical Survey Review and 600
Clearance System (SSRCS) - Submitted at Central Office
2. Review and Clearance Application of through the Statistical Survey Review and 603
Clearance System (SSRCS) - Submitted at Central Office Requiring Bilateral Meeting
with Proponent Agency
3. Review and Clearance Application of through the Statistical Survey Review and 605
Clearance System (SSRCS) - Submitted at Central Office Requiring Meeting with PSA
Survey Review Team
4. Review and Clearance Application through the Statistical Survey Review and 608
Clearance System (SSRCS) - Submitted at Regional Statistics Office (RSSO)
5. Review and Clearance Application through the Statistical Survey Review and 611
Clearance System (SSRCS) - Submitted at Regional Statistics Office (RSSO)
Requiring Bilateral Meeting with Proponent Agency

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6. Review and Clearance Application through the Statistical Survey Review and 613
Clearance System (SSRCS) - Submitted at Regional Statistics Office (RSSO)
Requiring Meeting with PSA Survey Review Team
B. National Censuses Service: 616
1. Provision of List of Sample Establishments to Other Requesting Government 616
Agencies/Units
2. Provision of Establishment Survey Frame to PSA Concerned Division In- 618
Charge of the Establishment-Based Survey
3. Provision of Data Request based on the List of Establishments (LE) 619
4. Provision of Data Request based on Census of Population and Housing (CPH) 622
or Census of Population (POPCEN)
C. Information Technology and Dissemination Service: 632
1. Addressing and processing data request on available data or statistics or with 632
simple tabulation through Web Portal
2. Addressing and processing data request on available data or statistics or with 635
simple tabulation through info email
3. Addressing and processing data request on available data or statistics or with 637
simple tabulation through Electronic Freedom of Information (e-FOI
4. Addressing and processing data request on available data or statistics or with 641
simple tabulation through hand-carry documents submitted to ONS or KMCD
5. Addressing and processing data request on public use files of PSA’s censuses 643
or surveys through Web Portal
6. Addressing and processing data request data request on public use files of 648
PSA’s censuses or surveys through info email
7. Addressing and processing data request data request on public use files of 651
PSA’s censuses or surveys through Electronic Freedom of Information (e-FOI)
8. Addressing and processing data request on public use files of PSA’s censuses 653
or surveys through hand-carry documents submitted to ONS or KMCD
9. Addressing and processing data request with special tabulations (with more 656
than two [2] indicators and two [2] tables) through Web Portal
10. Addressing and processing data request with special tabulations (with more 659
than two [2] indicators and two [2] tables) through info email
11. Addressing and processing data request with special tabulations (with more 662
than two [2] indicators and two [2] tables) through Electronic Freedom of
Information (e-FOI)
12. Addressing and processing data request with special tabulations (with more 665
than two [2] indicators and two [2] tables) through hand-carry documents
submitted to ONS or KMCD
13. Addressing and processing data request that required subject matter division’s 668
special tabulation through Web Portal
14. Addressing and processing data request that required subject matter division’s 671
special tabulation through info email
15. Addressing and processing data request that required subject matter division’s 673
special tabulation through e-FOI
16. Addressing and processing data request that required subject matter division’s 676
special tabulation through hand- carry documents submitted to ONS or KMCD
17. Addressing and processing data request on special project-based services or 679
unavailable data that requires technical assistance through Web Portal
18. Addressing and processing data request on special project-based services or 683
unavailable data that requires technical assistance through info email
19. Addressing and processing data request on special project-based services or 685
unavailable data that requires technical assistance through e-FOI

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 20. Addressing and processing data request on special project-based services or 688
unavailable data that requires technical assistance through hand-carry
documents submitted to ONS or KMCD
D. Library Services and Publication 691
1. Provide library services to walk-in researchers of readily available 691
data/statistics
2. Provide library services to walk-in researchers of data/statistics 692
3. Provide library services to walk-in researchers requesting for a copy 693
of Public Use File (PUF)
4. Provide library services to walk-in researchers who wants to register 694
or send request to e-FOI
5. Provide library services to walk-in clients in purchasing of PSA 695
publication
6. Provide library services to PSA employees 696
7. Provide library services thru phone inquiries 697
8. Serves the function of PSA as the Central Verification and Enrolment 698
Agency (CVEA) of Unified Multi-Purpose Identification (UMID)

Systems Development Division and 699

Systems Quality Assurance Division
External Services:
1. Development of Quality Information Systems 699
1.1 Project Initiation of QIS 699
1.2 Plan and Estimate QIS 700
1.3 Project Kick-Off 701
1.4 User Stories Refinement 703
1.5 Sprint Planning 703

1.6Sprint Execution (Development Phase) 704

1.7Quality Assurance Process 705

1.8 Product Presentation 705

1.9 Sprint Retrospective 706

1.10 Product Release 707

Civil Registry System Outlet 709
Regional Outlet
External
1. Authentication of Birth Certificate at PSA Civil Registry System Outlet 710
2. Authentication of Death Certificate at PSA Civil Registry System Outlet 719
3. Authentication of Marriage Certificate at PSA Civil Registry System Outlet 728
4. Copy Issuance of Birth Certificate at PSA Civil Registry System Outlet 737
5. Copy Issuance of Death Certificate at PSA Civil Registry System Outlet 756
6. Copy Issuance of Marriage Certificate at PSA Civil Registry System Outlet 773
7. Issuance of Certificate of No Marriage Record/Advisory on Marriages at PSA 790
Civil Registry System Outlet
8. Processing of Requests for Copy Issuance of Civil Registry Documents and 799
Certificate of No Marriage record/Advisory of Marriages received through an
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 Authorized Online Service Provider/Private Partner Private Agency
(www.psaserbilis.com.ph) at PSA Serbilis Outlet
Internal Services 802
9. Processing of Requests for Copy Issuance of Civil Registry Documents and
Certificate of No Marriage Record/Advisory on Marriages Received through
Authorized Online Service Provider Private Partner Agency
(www.psahelpline.ph) at PSA Helpline Outlet
10. Processing of Civil Registry Documents Requiring Manual Retrieval and Re- 805
scanning from the Central Archive through
Help Desk System
Civil Registry System Outlet 808
Provincial Office

External Services
1. Authentication of Birth Certificate (Walk-in clients) at PSA Civil Registry System 809
– Provincial Outlet
2. Authentication of Death Certificate (Walk-in clients) at PSA Civil Registry System 816
– Provincial Outlet
3. Authentication of Marriage Certificate (Walk-in clients) at PSA Civil Registry 823
System – Provincial Outlet
4. Copy Issuance of Birth Record or Birth Certificate (Walk-in clients) at PSA Civil 829
Registry System – Provincial Outlet
5. Copy Issuance of Death Certificate (Walk-in clients) at PSA Civil Registry 846
System – Provincial Outlet
6. Copy Issuance of Marriage Certificate (Walk-in clients) at PSA Civil Registry 860
System – Provincial Outlet
7. Issuance of Certification of No Marriage Record/Existence of Marriage Record 876
(Walk-in Clients) at PSA Civil Registry System – Provincial Outlet
8. Processing and Issuance of Certificate of Registration of Authority to Solemnize 883
Marriage (CRASM)
Internal Services 885
9. Processing of Request for Index Correction of
Civil Registry Documents in the PSA Civil Registry Database
10. Processing of Civil Registry Documents Requiring Manual Retrieval and Re- 886
scanning from the Central Archive through
Help Desk System
FEEDBACK AND COMPLAINTS MECHANISM 889
LIST OF OFFICES 890

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PHILIPPINE STATISTICS AUTHORITY SERVICES
CENTRAL OFFICE

INTERNAL AND EXTERNAL SERVICES

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Office of the National Statistician
INTERNAL SERVICES
Audit Engagement (Management and Operations Audit)
Evaluate governance, risk management and controls to provide reasonable assurance on the
effectiveness of PSA operations, efficiency in its processes, and implementation of policies through the
conduct of management and operations audit.

Office or Division: Internal Audit Division (IAD)

Classification: Highly Technical
Type of Transaction: Government to Government
Who may avail: PSA Services/Units/Divisions
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
List of audit requirements/criteria (e.g., PSA Units
operational manual, organizational structure,
process flow, related office policies and
procedures, etc.)
AGENCY FEES TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
Prepare Special None 4 hours Internal Auditors
Order authorizing
the IAD to conduct
management or
operations audit
and
Endorse to None 4 hours Internal Auditor
NSCRG for V
approval.
Prepare initial None 4 hours Internal Auditors
engagement
planning
memorandum
which include
documentary
requirements/criter
ia for audit
engagement
Endorse to None 4 hours Internal Auditor
NSCRG for V
approval.
Forward the initial None 4 hours Internal Auditing
engagement Assistant/Admin
planning istrative
memorandum to Assistant IV
audit client which
include
documentary
requirements/criter
ia for audit
engagement
1. Submit original or 1.1 Receive None 4 hours Internal Auditing
scanned copies of the submitted Assistant/Admin
approved documentary documentary istrative
requirements requirements Assistant IV
1.2 Review of the None 4 hours Internal Auditors
submitted
documentary
requirements as to
completeness

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 1.3 Prepare and None 1 day Internal Auditors
review
Engagement Plan
and Work Program
1.4 Endorse to None 4 hours Internal Auditor
NSCRG for V
approval.
1.5 Prepare the None 7 days Internal Auditors
following:
- Understandin
g the Audit
Area
Template
- Risk and
Control Matrix
- Previous
Reports
Matrix
- Internal
Control
Questionnaire
/Checklist
2. Set a schedule for the 2.1 Prepare and None 1 day Internal Auditing
Entry Conference review entry Assistant/
conference Internal Auditors
memorandum
2.2 Endorse to None 4 hours Internal Auditor
NSCRG for V
approval
2.3 Forward the None 4 hours Internal Auditing
approved entry Assistant
conference Admin.
memorandum to Assistant IV
audit client
3. Participate in the Entry 3.1 Conduct entry None 1 day Internal Auditors
Conference as conference and PSA Units
scheduled
3.2 Interview with None 5 days Internal Auditors
audit client and PSA Units
(walkthrough)
4. Accomplished the 4.1 Administer None 1 day Internal Auditors
audit forms audit forms
4.2 Review and None 4 days Internal Auditors
process of the
accomplished
audit forms
4.3 Preparation of None 7 days Internal Auditors
the following audit
forms:
• Walkthrough
Working
Paper (WWP)
• Summary of
Control
Attributes
(SCA)
• Summary of
Control
Weaknesses
(SCW)

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 • System Test
Control Matrix
(STCM)

4.4 Request audit None 1 day Internal Auditors

clients to provide
documents for test
of controls
5. Submit additional 5.1 Assess the None 3 days Internal Auditors
documents for test of submitted
control document for test
of control
5.2 Prepare the None 7 days Internal Auditors
following:
• Test of
Control
Working
Paper
(TCWP)
• Data
Analytics
Matrix (DAM)
• Summary of
Control
Breakdown
(SCB)
• Interim Audit
Report (IAR)
5.3 Prepare and None 1 day Internal Auditors
review exit
conference
memorandum
5.4 Endorse to None 4 hours Internal Auditors
NSCRG for
approval
5.5 Forward the None 4 hours Administrative
approved exit Assistant IV
conference
memorandum to
audit clients
5.6 Review of the None 3 days Internal Auditor
following audit V
forms:
• WWP
• SCA
• SCW
• STCM
• TCWP
• DAM
• SCB
• IAR
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 6. Participate and 6.1 Conduct exit None 1 day Internal Auditors
provide conference and PSA Units
comments/insights to
audit observations and
recommendations in the
Exit Conference as
scheduled
6.2 Prepare None 3 days Internal Auditors
Abstract of
Observations and
Recommendations
(AOR)
6.3 Prepare Matrix None 1 day Internal Auditors
of Audit
Observation and
Recommendation
(MAOR)
6.4 Review of the None 1 day Internal Auditor
following: V
• AOR
• MAOR
6.4 Prepare final None 3 days Internal Auditors
audit report
6.5 Review of the None 1 day Internal Auditor
final report V
6.6 Endorse to None 4 hours Administrative
NSCRG for Assistant IV/
approval Internal Auditing
Assistant
6.7 Administer None 4 hours Internal Auditing
feedback survey Assistant/
form to audit client Internal Auditing
Assistant
7. Submit accomplished 7. Process None 1 day Internal Auditors
Feedback Survey Form accomplished
Survey Form
Total: 60 days

INTERNAL AUDIT
Follow-through Audit
Monitoring and feedback activity undertaken to ensure the extent and adequacy of
preventive/corrective actions taken by the Management to address the inadequacies identified during
the audit. It aims to increase the probability that recommendations will be implemented.

Office or Division: Internal Audit Division (IAD)

Classification: Highly Technical
Type of Transaction: Government to Government
Who may avail: PSA Services/Units/Divisions
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished follow-through matrix. PSA Units

FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
Prepare Follow-through None 1 day Internal Auditors
Memorandum and
Status of
Implementation of Audit

16
 Recommendations
(follow-through matrix)
Review follow-through None 4 days Internal Auditors
memorandum and audit
matrix
Endorse to NSCRG for None 4 hours Internal Auditor
approval V
Forward the follow- None 4 hours Administrative
through memorandum Assistant IV
and audit matrix to audit
clients
1. Submit the 1.1 Prepare follow- None 4 days Internal Auditors
accomplished follow- through reports
through matrix
1.2 Review follow- None 2 days Internal Auditors
through report
1.3 Endorse to NSCRG None 4 hours Internal Auditor
for approval V
Total 12 days 4
hours

Legal Service
1. Action on Concerns Answered or Referred by Legal Service
The Legal Service immediately takes action upon receipt of PCC/CCB/8888 Complaints, Legal
Advice, Commendation, Follow-up, Request for Assistance or Inquiry either by responding or referring
the concern to the service/unit of the PSA. The Legal Service is also mandated to verify/investigate
complaints if the need for the same arises.
Office or Division: Legal Service
Classification: Complex
Type of Transaction: G2C – Government to Citizen
Who may avail: Public, Stakeholders and other government agencies
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter of Concern
FEES
PROCE
TO PERSON
CLIENT STEPS AGENCY ACTIONS SSING
BE RESPONSIBLE
TIME
PAID
1. Transmittal of 1.1. Legal Service to
the 8888/PCC/CCB accept the 10 Admin.
concern to the None
letter/acknowledge minutes Assistant
Legal Service the email
1.2. Control and log 10 Admin.
None
the concern. minutes Assistant
1.3. Administrative
Assistant will
assess/route the
20 Admin.
same to the None
minutes Assistant
concerned Legal
Assistant for further
action, if necessary.
1.4. Drafting of the
letter reply for
concerns None 3 days Legal Assistant
addressed to the
LS.

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 Drafting of the
Referral Letter for
concerns involving
other service or unit
within PSA.
1.5 Lawyer to
review/comment None 2 days Lawyer
the draft letter reply
1.6 Endorsement of None
the letter reply to 20
Legal Assistant
the Head of the minutes
Legal Service
1.7 Head of the Legal None
Service to review/
1 day Director/OIC
/comment/sign the
draft letter reply
1.8 Transmit the
letter reply to the
concerned agency
or concerned
citizen. Request
agency or citizen to Admin.
None 7 hours
acknowledge Assistant
and/or respond to
the Feedback Form
sent through email,
sms or courier
services.
Total None 6 Days and 8 Hours

2. Compliance to Subpoena
In relation to PSA’s mandate as custodian and repository of all civil registry documents, authorized
representatives from the Legal Service are required to appear and/or bring civil registry documents
before the courts.
A. Subpoena Duces Tecum Ad Testificandum- is a process directed to a person requiring him
to attend and to testify at the hearing or trial of an action.

Office or Division: Legal Service

Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Court /Quasi-Judicial Bodies and Agencies with Subpoena
Power
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Subpoena/Court Order Court /Quasi-Judicial Bodies and
Agencies
FEES PROCES
PERSON
CLIENT STEPS AGENCY ACTIONS TO BE SING
RESPONSIBLE
PAID TIME
1. For hand-carried 1. Security Guard will
subpoenas, provide Security
Liaison Officer Pass.
None 5 minutes Security Guard
will secure
Visitor’s Pass
from the Security
18
 Guard and
register in the
Visitor’s Logbook
2. Submit/present 2. Receive and
the subpoena acknowledge the
subpoena
Documentary
Admin.
Requirements: None 3 minutes
Assistant
1. 1. Copy of
Subpoena/ Court
Order

3. Receive the 3.1 Return the

Admin.
receiving copy receiving copy to the None 2 minutes
Assistant
client
3.2 Transmit the
Subpoena to the Admin.
None 5 minutes
Legal Assistant who Assistant
is assigned thereto
3.3 Record the
Subpoena in the (2 minutes
Legal
Tracking and None per
Assistant
Monitoring System subpoena)

3.4 Prepare
Transmittal to Civil
Registration Service
(5 minutes
(CRS) of the Legal
None per
subpoena for the Assistant
subpoena)
copy issuance of the
documents required
in the Subpoena
3.5 Official transmittal
of the LS to the Civil Admin.
None 1 hour
Registration Assistant
Services
3.5.1 Action of the Civil CRS
None 2 hours
Registration Service Personnel
3.5.2 Receipt of the
subpoenaed
document from CRS
5 minutes
3.5.3 LS to Legal
None per
acknowledge the Assistant
subpoena
receipt of the
requested
documents
3.5.4 Checking /
Recording of the 5 minutes
Legal
Document/ None per
Assistant
Documents provided subpoena
by the CRS
3.5.5 Assign
representative to None 2 minutes OIC/Director
attend
Total None 3 hours and 34 minutes

19
 B. Subpoena Duces Tecum /Court Order- a writ ordering a person to attend a court and bring
relevant documents

Office or Division: Legal Service

Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Court Quasi-Judicial Bodies and Agencies with Subpoena Power

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Original/Certified Copy of the Subpoena/Court Court /Quasi-Judicial Bodies and Agencies
Order
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. For hand-carried 1. Security Guard will
subpoenas, Liaison provide Security
Officer will secure Pass.
Visitor’s Pass from None 5 minutes Security Guard
the Security Guard
and register in the
Visitor’s Logbook
2. Submit/present the 2. Receive and
Admin.
subpoena acknowledge the None 3 minutes
Assistant
subpoena
3. Receive the receiving 3.1. Return the
Admin.
copy receiving copy to None 2 minutes
Assistant
the client
3.2 Transmit the
Subpoena to the
Admin.
Legal Assistant None 5 minutes
Assistant
who is assigned
thereto.
3.3 Record the
Subpoena in the (2 minutes
None Legal Assistant
Tracking and per subpoena)
Monitoring System
3.4 Prepare
Transmittal to CRS
of the subpoena to
CRS for the 5 minutes per
None Legal Assistant
production of the subpoena
documents
required in the
Subpoena
3.5 Official transmittal
of the LS to the
None 1 hour CRS Personnel
Civil Registration
Services

3.6 Action of the Civil 2 hours per

None CRS Personnel
Registration Service subpoena

3.7 Receipt of the 5 minutes per

subpoenaed None Legal Assistant
subpoena
document from CRS

20
 3.7.1 Acknowledge
the receipt of the
requested
documents
3.8 Checking /
Recording of the 5 minutes per
Document/ None Legal Assistant
subpoena
Documents provided
by the CRS
4. Preparation of 4.1 Preparation of
Manifestation/Complian Manifestation/Compli None 20 minutes Legal Assistant
ce ance
4.2 Review/sign the None
Manifestation/Compli OIC/Director
ance by the 20 minutes
OIC/Director of the
Legal Service
4.3 Recording/filling
of case
None 3 minutes Legal Staff
Manifestation/Compli
ance
4.4 Submission of
the
Manifestation/Compli Legal Assistant /
ance in Court by the None 1 day
Lawyer
Authorized
Representative or
thru mail
None 1 day 4 hours and 15
Total
minutes

C. Subpoena Ad Testificandum- is a court summons to appear and give oral testimony for use
at a hearing or trial

Office or Division: Legal Service

Classification: Simple
Type of Transaction: G2C – Government to Citizen
G2G – Government to Government
Who may avail: Court Quasi-Judicial Bodies and Agencies with Subpoena Power
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Original/Certified Copy of Subpoena/Court Court /Quasi-Judicial Bodies and Agencies
Order
FEES TO PROCESSI PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID NG TIME RESPONSIBLE
1. For hand-carried 1. Security Guard will
subpoenas, provide Security Pass.
Liaison Officer
will secure
Visitor’s Pass
None 5 minutes Security Guard
from the Security
Guard and
register in the
Visitor’s
Logbook
2. Submit/present 2. Receive and
Admin.
the subpoena acknowledge the None 3 minutes
Assistant
subpoena

21
3. Receive the 3.1 Return the receiving Admin.
None 2 minutes
receiving copy copy to the client Assistant
3.2 Transmit the
Subpoena to the Legal Admin.
None 5 minutes
Assistant who is Assistant
assigned thereto.
3.3 Record the
Subpoena in the
Tracking and None 2 minutes Legal Assistant
Monitoring System

3.4 Assign
Director/OIC/Att
representative to None 2 minutes
orney IV
attend
3.5 Appearance in Court
Legal Assistant /
of the Authorized None
Lawyer
Representative
Total None 19 minutes

3. Legal Advice/Opinion to Walk in Public Client/s (without letter)

The Legal Service provides legal advice and opinion concerning corrections on civil registry
documents which includes filing of petition to the concerned Local Civil Registry Office and Court, if
necessary.
Office or Division: Legal Service
Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Documents in relation to client’s query Provided by the Client
Specify:
1. Civil Registration Documents such as
COLB, COM, CoD and other civil
registry documents
2. Affidavits or other supporting
documents.
FEES PROCES
PERSON
CLIENT STEPS AGENCY ACTIONS TO BE SING RESPONSIBLE
PAID TIME
1. Secure visitors 1. Issuance of the
pass from the Visitor Pass
Security Guard and None 5 minutes Security Guard
register in the
Visitor’s Logbook
2. The client goes to 2.1 Directly refer the None 2 minutes Admin.
the receiving client to the Assistant
personnel available legal
assistant/lawyer

22
 2.2 The legal None 40 Legal
assistant/lawyer will minutes Assistant/
assist the client by Lawyer
providing legal
advice on his/her
concern.
2.2.1 LA/Lawyer will
analyze the
query and the
document/s
presented
2.2.2 If the concern,
query/documen
t does not
pertain to the
legal,
LA/Lawyer will
refer the public
to the proper
PSA
Office/Service.
2.2.3 Advise client to
proceed to the
concerned
office.
1. 3. Accomplish the 3. Request Client to None 5 minutes Admin.
Monitoring Form accomplish the Assistant
Monitoring Form
Total None 52 minutes

4. Request for Legal Opinion/ Written Legal Query

The Legal Service provides legal advice and opinion on matters related, but not limited to, Civil
Registration, Family Laws.

A. Request for Legal Opinion/ Written Legal Query

Office or Division: Legal Service

Classification: Complex
Type of Transaction: G2C – Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
• Original Written Request for Legal Provided by the client
Opinion
• Supporting Documents
PROCE
FEES TO PERSON
CLIENT STEPS AGENCY ACTIONS SSING RESPONSIBLE
BE PAID
TIME
1. Secure visitors 1. Provides Security
pass from the pass
5
Security Guard and None Security Guard
minutes
register in the
Visitor’s Logbook
2. The client goes to 2.1 Receives the
the receiving letter request. Then 10 Admin.
personnel. controls and logs None minutes Assistant
the same in the
database. Informs
the requester when
23
 he/she will receive
the reply.

2.2 Assigns and

endorses the
request to a Lawyer None 30 Director of LS
for the drafting of a minutes
letter
response/legal
opinion.
2.3 Drafts the letter
response/ legal None 5 days Attorney III
opinion

2.4 Reviews the draft

letter
response/legal None 1 day Director/ OIC
opinion for approval
and signature
3. Legal Service
3.1 Control and Log
forwards the Letter 30 Admin.
of the Letter Reply. None
Reply to the minutes Assistant
Forwards
Client/letter Sender
3.2 Forwards the
letter Response to
the Client/Letter
30 Admin.
Sender and request None
minutes Assistant
acknowledgement
or accomplishment
of Feedback form.
Total None 6 Days and 2 Hours
B. Request for Legal Opinion/ Written Legal Query Requiring Research and
Coordination with the other office/s

Office or Division: Legal Service

Classification: Highly Technical
Type of Transaction: G2C – Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
• Original Written Request for Legal Provided by the Client
Opinion
• Supporting Documents
FEES PROCE
PERSON
CLIENT STEPS AGENCY ACTIONS TO BE SSING
RESPONSIBLE
PAID TIME
1. Secure visitors 1. Provides Security
pass from the pass
5
Security Guard None Security Guard
minutes
and register in the
Visitor’s Logbook
2. The client goes 2.1 Receives the letter
to the receiving request. Then None 10 Admin.
personnel. controls and logs the minutes Assistant
same in the
database.

24
 2.2 Informs the
requester when None 15 Admin. Assistant
he/she will receive minutes
the reply
2.3 Assigns and
endorses the
request to a Lawyer None Director of LS
for the drafting of a 30
letter response/legal minutes
opinion.

2.4 Drafts the letter

response/legal None 9 days Attorney III
opinion

2.5 Conducts initial

review of the draft None 7 days Attorney IV
letter response/legal
opinion.

2.6 Conducts final

review of the letter None 3 days Director/OIC
response/legal
opinion then signs
the same.
2.7 Control, logs, and
transmits the Letter
30 Admin.
Response/legal None
minutes Assistant
opinion

2.8 Forward the Letter

Response to the
Client/letter Sender
30 Admin.
and request None
minutes Assistant
acknowledgement or
accomplishment of
Feedback form
Total None 19 days and 2 hours

5. Review of Petitions Under R.A. Nos. 9048/10172

The Legal Service is tasked to review Petitions for Correction of Clerical Errors filed under R.A. Nos.
9048 and 10172.
A. Petitions filed under RA 9048/10172

Office or Division: Legal Service

Classification: Complex
Type of Transaction: G2C – Government to Citizen
Who may avail: Public- Those who filed petitions under RA 9048/RA 10172
Requirements Petition Filed with the Local Registrar
FEES PROCE
PERSON
CLIENT STEPS AGENCY ACTIONS TO BE SSING
RESPONSIBLE
PAID TIME
1. Local Civil 1.1. Screens the
Legal Service
Registrar/Record form and
Section (GSD) (Controller RA
completeness of None 1 day
transmit the RA Unit)
the petition for
9048/RA 10172 correction and its
25
 petitions to the Legal
supporting
Service document/s
(specify if per
Supporting petition or per
documents should bundle)
be specified, 1.2. Encoding and
drafting of the
Legal Service
decision to the
2 days (Encoder and
Petition filed and None
Drafter RA Unit)
recommends to the
Civil Registrar
General for Action
1.3. Renders final
review of the Legal Service
petition and
None 3 days (Final Reviewer
evaluation of
RA Unit)
supporting
documents
1.4. Affirms or Official of the
Impugns the None 1 day National
Petition Statistician
1.5. Certifies the Official of the
petitions and signs None 1 day National
the Action Taken Statistician
1.6. Preparation of Legal Service
the transmittal for 1 day
None (Administrative
the decisions to the
Assitant RA Unit)
petition
1.7. Legal Service
Transmit RA
9048/10172
Petitions to the Legal Service
None 1 day
concerned Local (Mailer RA Unit)
Civil Registrar thru
the accredited
courier
Total None 10 Days

B. Motion for Reconsideration for Impugned Petition under RA 9048/10172

7.1. For Motion for Reconsideration for Impugned Petitions

Requirements: Where to Secure:
1. Motion for Reconsideration Local Civil Registrar Concern
2. Original Petition and Action Taken by
CRG
3. Complete Supporting Documents
FEES PROCE
AGENCY PERSON
CLIENT STEPS TO BE SSING
ACTIONS RESPONSIBLE
PAID TIME
1. Transmittal of 1.1 Screens
Motion for petitions for
Reconsideration from completeness of 2 days Legal Service –
None
the Local Civil petitions and RA Unit
Registrar to the Legal supporting
Document/s

26
 1.2 Review the
Motion for Legal Service –
None 23 days
Reconsideration RA Unit
Filed
1.3 Draft the
decision to the Civil Registrar
None 3 days
Motion for General
Consideration
1.4 Affirms or
Civil Registrar
Impugns the None 1 day
General
Petition
1.5 Transmits the
decision to the
1 day Legal Service
Petition filed to None
(Mailer RA Unit)
the Local Civil
Registrar
Total None 30 Days

27
PhilSys Registry Office
1. Online Step 1 Philippine Identification System Registration

PhilSys Online Step 1 Registration is the process where the applicant fills out the appropriate
PhilSys Registration Form through the PhilSys Web Portal, which can be accessed through
www.register.philsys.gov.ph. The applicant selects his/her preferred registration date and
Registration Center through an appointment system.
This process shall generate an Appointment Slip, based on the accomplished PhilSys Registration
Form, with an Appointment Reference Number (ARN) and Quick Response (QR) Code that must
be printed and presented to the Screener together with his/her identification and/or supporting
document/s to continue with the PhilSys Step 2 Registration process.
Office or Division: PhilSys Registry Office
Classification: Highly Technical
Type of Transaction: G2C – Government to Citizen
Who may avail: General Public (Filipino Citizens 5 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished electronic copy of the 1. PhilSys Web Portal
PhilSys Registration Form with the (https://register.philsys.gov.ph)
following information:
● Full Name
● Sex
● Date of Birth
● Place of Birth
● Blood Type
● Permanent Address
● Present Address
● Filipino or Resident Alien
● Marital Status (Optional)
● Mobile Number (Optional)
● Email Address (Optional)

2. Valid mobile number OR email 2. To be provided by the applicant.

address.
FEES
PROCE
TO PERSON
CLIENT STEPS AGENCY ACTIONS SSING
BE RESPONSIBLE
TIME
PAID
1. Access the PhilSys 1. Send system None 2 Computer
Web Portal generated One Time minutes Maintenance
(https://register.philsys Password (OTP) to Technologist I
.gov.ph) and enter the the registrant‘s Information
mobile number or provided mobile Systems and
email address. number or email Management
Division (ISMD)
address.
Enter the OTP to Grant access to the None 1 minute Computer
access the electronic electronic PhilSys Maintenance
PhilSys Registration Registration Form. Technologist I
Form. Information
Systems and
Management
Division (ISMD)
Fill-out the electronic Register the None 10 Computer
PhilSys Registration applicant to the minutes Maintenance
Form and select appointment Technologist I
preferred Registration database and Information
Center and schedule provide ARN and QR Systems and
Code.
28
 in the PhilSys Web Management
Portal. Division (ISMD)

Secure the ARN and 1. Provide ARN and None 1 minute Computer
QR Code. QR Code. Maintenance
Technologist I
Note: System Information
generates the ARN. Systems and
Management
Division (ISMD)
Total None 14 inutes

2. Step 2 Philippine Identification System Registration

During Step 2 Registration, the applicants who have completed Step 1 Registration will need to go
to the registration center on the scheduled day for the gathering of biometrics: photo capturing, iris
and fingerprints scanning. Identification and/or supporting documents are also scanned in this
process. Those applicants who will appear on a date different from their assigned date may be
accommodated depending on the volume of the applicants.

In this step, the Registration Kit Operator (RKO) will retrieve the applicant’s demographic
information gathered in Step 1 Registration by scanning the Appointment Reference Number (ARN)
given to the applicants. The information will be checked against the identification and/or supporting
document presented by the applicant, after which, the biometrics will be captured. To ensure that
demographic information is correct, the RKO will ask the applicant to review the personal
information before it will be saved in the system. The system is configured in such a way that once
the data has been saved, the data can no longer be deleted. A Transaction Slip will be given to the
applicant which will be presented when the PhilID will be received or claimed.

Office or Division: PhilSys Registry Office

Classification: Highly Technical
Type of Transaction: G2C – Government to Citizen
Who may avail: General Public (Filipino Citizens 5 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Appointment Slip (hardcopy or 1. PhilSys Web Portal
softcopy) (https://register.philsys.gov.ph)
2. At least one identification document 2. Government Agencies, Non-
Government Organizations, Private
entities, Academe, Local
Government Unit (LGU)
List of Acceptable Identification
Documents

Primary Documents:

1. Certificate of Live Birth AND one 1. Philippine Statistics Authority and

government-issued identification
document which bears full name,
front-facing photograph, and
signature or thumb mark;
2. Philippine Passport or ePassport;
3. Unified Multi-purpose Identification
(UMID) Card; or
4. Student’s License Permit or
Non-Professional/Professional
Driver’s License.
other government agency;
2. Department of Foreign Affairs;
3. Government Service Insurance
System or Social Security System;
or
4. Land Transportation Office.

In case the applicant does not have

any of the Primary Documents, any of

29
 the Alternative/Additional Documents
shall suffice.
Alternative/Additional Documents:
1. Certificate of Live Birth;
2. Report of Birth;
3. Certificate of Foundling;
4. IBP Identification Card;
5. PRC ID;
6. Seaman’s Book (Seafarer’s
Record Book);
7. OWWA ID;
8. Senior Citizen’s ID;
9. SSS ID;
10. Pantawid Pamilyang Pilipino
Program (4Ps) ID;
11. License to Own or Possess
Firearms (LTOPF) ID;
12. NBI Clearance;
13. Police Clearance/ID;
14. Solo Parent’s ID;
15. Person With Disability ID;
16. Voter’s ID;
17. Postal ID;
18. Taxpayer Identification Number
(TIN) ID;
19. PhilHealth ID;
20. Special Resident Retiree’s Visa;
21. National ID from other countries;
22. Residence ID from other
countries;
23. Professional Identification Card;
24. Civil Service Eligibility Card;
25. Dependent’s ID;
26. Retiree’s ID;
27. Conductor’s License;
28. PVAO Pensioner’s ID (Veteran or
Dependent);
29. Seafarer’s Identity Document
(Seaman’s ID);
30. Tribal Certificate/ID;
31. Certificate of Confirmation or
Certificate of Indigenous Cultural
Communities (ICCs)/Indigenous
Peoples (IPs) Membership
(CIPM); or
32. Certificate of Tribal Membership.
The following identification documents
shall be accepted as Alternative/
30
1. Philippine Statistics Authority (with
Birth Reference Number) or
National Statistics Office (with Birth
Reference Number) or Local Civil
Registry Office;
2. Philippine Statistics Authority;
3. Philippine Statistics Authority;
4. Integrated Bar of the Philippines;
5. Professional Regulation
Commission;
6. Maritime Industry Authority;
7. Overseas Workers Welfare
Administration;
8. Office of Senior Citizens Affairs
and/or Local Government Unit;
9. Social Security System;
10. Department of Social Welfare and
Development;
11. Philippine National Police;
12. National Bureau of Investigation;
13. Philippine National Police;
14. Department of Social Welfare and
Development;
15. National Council of Disability Affairs
or its regional counterpart, Office of
the Mayor, Department of Social
Welfare and Development Office
and other participating
organizations with a Memorandum
of Agreement with the Department
of Health;
16. Commission on Elections;
17. Philippine Postal Corporation;
18. Bureau of Internal Revenue;
19. Philippine Health Insurance
Corporation;
20. Philippine Retirement Authority;
21. Issuing country;
22. Issuing country;
23. Maritime Industry Authority;
24. Civil Service Commission;
25. Armed Forces of the Philippines
and Philippine National Police;
26. Philippine National
Police/Philippine Coast Guard;
27. Land Transportation Office;
28. Philippine Veterans Affairs Office;
29. Maritime Industry Authority;
30. Tribal Affairs Office under the
Office of the Mayor (if applicable);
31. National Commission on
Indigenous Peoples/Tribal Leader
of ICC/IP; or
32. National Commission on Muslim
Filipinos.
Additional Documents provided that
these have a front-facing photograph,
signature or thumb mark, full name,
permanent address and date of birth.

1. Employee ID; 1. Employer;

2. School ID (for pre-school, 2. Academic Institutions;
elementary and secondary, 3. Issuing City/Municipality;
signature or thumbmark of the ID 4. Issuing Barangay;
owner is not required); 5. Issuing Barangay;
3. City/Municipal ID; 6. Commission on Elections;
4. Barangay Clearance/Certificate 7. Bureau of Jail Management and
(This shall contain a statement of Penology; or
the Barangay Chairman that 8. Bureau of Jail Management and
he/she personally verified the Penology or Philippine National
applicant’s residency and that the Police.
applicant has been residing there
for at least six months prior to
PhilSys registration.);
5. Barangay ID;
6. Voter’s Certification;
7. Prison Record; or
8. Certificate of Detention.
FEES
PROCE
TO PERSON
CLIENT STEPS AGENCY ACTIONS SSING
BE RESPONSIBLE
TIME
PAID
1. Proceed to the 1. Receive the None 1 minute Screener
screening area. applicant. PhilSys
Registration
Team (PRT)
2. Present hardcopy or 2.1 Confirm if the None 3 Screener
soft copy of applicant has not minutes PhilSys
Appointment Slip yet registered to Registration
and identification PhilSys. Team (PRT)
and/or supporting
document/s. 2.2 Verify the details
in the
Appointment Slip
and authenticity
of the
identification
and/or supporting
document/s.

2.3 Return the

appointment slip,
identification
and/or supporting
document/s to
the applicant.
2.4. Assist the None 1 minute Registration
applicant to the Center
Registration Kit Supervisor
Operator area. Registration
Team (PRT)
3. Proceed to the 3.1 Using the ARN, None 7 Registration Kit
Registration Kit fetch the information minutes Operator
Operator Station; from the database; PhilSys
review the Registration

31
provide the ARN and consistency of Team (PRT)
biometric information. demographic
information based on
the submitted
identification and/or
supporting
document/s and ask
the applicant to
confirm the
correctness of
demographic
information.

3.2 Scan the

identification and/or
supporting
document/s.

3.3 Capture the irises

of the applicant.

3.4 Capture the ten

functional fingerprints
of the applicant.

3.5 Capture the front-

facing photograph of
the applicant.
Registration
Note: Biometric Center
exceptions/forces Supervisor
capture will apply if PhilSys
there is a physical Registration
impossibility to Team (PRT)
capture a complete
set of biometric
information due to
medical condition or
physical disability, or
if the complete set
does not meet the
minimum threshold
standards.
4. Review and confirm 4. Confirm the None 3 Registration Kit
the correctness of correctness of minutes Operator
demographic and demographic and PhilSys
biometric information biometric information. Registration
Team (PRT)
5. Provide consent in 5. Read and explain None 2 Registration Kit
the collection of their the Disclosure under minutes Operator
data for PhilSys Section 12 of the PhilSys
registration. Data Privacy Act of Registration
2012 as reflected in Team (PRT)
the PhilSys
Registration Client
System.
6. Secure the printed 6.1 Print the None 2 Registration Kit
Transaction Slip from Transaction Slip minutes Operator

32
 the Registration Kit Return the PhilSys
Operator. appointment slip and Registration
identification and/or Team (PRT)
supporting
documents and
provide the
Transaction Slip to
the applicant.
6.2 Approve and None 2 Registration
upload data packet to minutes Center
the server. per data Supervisor
packet PhilSys
Registration
Team (PRT)
21
TOTAL: None
minutes
***The delivery commitment schedule of PHLPost for the delivery of PhilIDs as provided in the contract
are as follows:
- within 5 working days for delivery address within National Capital Region
- within 7 working days for delivery address within Luzon, Visayas, and Mindanao
- within 30 working days for delivery address for remote and far-flung areas

3. Walk-in or Institutional Philippine Identification System Registration

The process where both the demographic and biometric information of applicants are captured
sequentially onsite/at the Registration Center using the PhilSys Registration Client System
application.

Office or Division: PhilSys Registry Office

Classification: Highly Technical
Type of Transaction: G2C – Government to Citizen
Who may avail: General Public (Filipino Citizens 5 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished PhilSys Registration 1. PhilSys
Form 1A with the following Registration
information in capital letters: Centers
● Full Name
● Sex
● Date of Birth
● Place of Birth
● Blood Type
● Permanent Address
● Present Address
● Filipino or Resident Alien
● Marital Status (Optional)
● Mobile Number (Optional)
● Email Address (Optional)
2. At least one identification document 2. Government Agencies,
Non-Government Organizations, Private
List of Acceptable Identification entities, Academe, Local Government
Documents Unit (LGU)

Primary Documents:

1. Certificate of Live Birth AND one 1. Philippine Statistics Authority and

government-issued identification other government agency;
document which bears full name, 2. Department of Foreign Affairs;
front-facing photograph, and
signature or thumb mark;
33
 2. Philippine Passport or ePassport;
3. Unified Multi-purpose Identification
(UMID) Card; or
4. Student’s License Permit or
Non-Professional/Professional
Driver’s License.
In case the applicant does not have
any of the Primary Documents, any of
the Alternative/Additional Documents
shall suffice.
Alternative/Additional Documents:
1. Certificate of Live Birth;
2. Report of Birth;
3. Certificate of Foundling;
4. IBP Identification Card;
5. PRC ID;
6. Seaman’s Book (Seafarer’s
Record Book);
7. OWWA ID;
8. Senior Citizen’s ID;
9. SSS ID;
10. Pantawid Pamilyang Pilipino
Program (4Ps) ID;
11. License to Own or Possess
Firearms (LTOPF) ID;
12. NBI Clearance;
13. Police Clearance/ID;
14. Solo Parent’s ID;
15. PWD ID;
16. Voter’s ID COMELEC;
17. Postal ID;
18. Taxpayer Identification Number
(TIN) ID;
19. PhilHealth ID;
20. Special Resident Retiree’s Visa;
21. National ID from other countries;
22. Residence ID from other
countries;
23. Professional Identification Card;
24. Civil Service Eligibility Card;
25. Dependent’s ID;
26. Retiree’s ID;
27. Conductor’s License;
28. PVAO Pensioner’s ID (Veteran or
Dependent);
29. Seafarer’s Identity Document
(Seaman’s ID);
30. Tribal Certificate/ID;
31. Certificate of Confirmation or
Certificate of Indigenous Cultural
Communities (ICCs)/Indigenous
Peoples (IPs) Membership
(CIPM); or
32. Certificate of Tribal Membership.
34
3. Government Service Insurance
System or Social Security System;
or
4. Land Transportation Office.
1. Philippine Statistics Authority (with
Birth Reference Number) or
National Statistics Office (with Birth
Reference Number) or Local Civil
Registry Office;
2. Philippine Statistics Authority;
3. Philippine Statistics Authority;
4. Integrated Bar of the Philippines;
5. Professional Regulation
Commission;
6. Maritime Industry Authority;
7. Overseas Workers Welfare
Administration;
8. Office of Senior Citizens Affairs
and/or Local Government Unit;
9. Social Security System;
10. Department of Social Welfare and
Development;
11. Philippine National Police;
12. National Bureau of Investigation;
13. Philippine National Police;
14. Department of Social Welfare and
Development;
15. National Council of Disability Affairs
or its regional counterpart, Office of
the Mayor, Department of Social
Welfare and Development Office
and other participating
organizations with a Memorandum
of Agreement with the Department
of Health;
16. Commission on Elections;
17. Philippine Postal Corporation;
18. Bureau of Internal Revenue;
19. Philippine Health Insurance
Corporation;
20. Philippine Retirement Authority;
21. Issuing country;
22. Issuing country;
23. Maritime Industry Authority;
24. Civil Service Commission;
25. Armed Forces of the Philippines
and Philippine National Police;
26. Philippine National
Police/Philippine Coast Guard;
27. Land Transportation Office;
 28. Philippine Veterans Affairs Office;
29. Maritime Industry Authority;
30. Tribal Affairs Office under the
Office of the Mayor (if applicable);
31. National Commission on
Indigenous Peoples/Tribal Leader
of ICC/IP; or
32. National Commission on Muslim
Filipinos.

The following identification documents

shall be accepted as Alternative/
Additional Documents provided that
these have a front-facing photograph,
signature or thumb mark, full name,
permanent address and date of birth.

1. Employee ID;
2. School ID (for pre-school, 1. Employer;
elementary and secondary, 2. Academic Institutions;
signature or thumbmark of the ID 3. Issuing City/Municipality;
owner is not required); 4. Issuing Barangay;
3. City/Municipal ID; 5. Issuing Barangay;
4. Barangay Clearance/Certificate 6. Commission on Elections;
(This shall contain a statement of 7. Bureau of Jail Management and
the Barangay Chairman that Penology; or
he/she personally verified the 8. Bureau of Jail Management and
applicant’s residency and that the Penology or Philippine National
applicant has been residing there Police.
for at least six months prior to
PhilSys registration.);
5. Barangay ID;
6. Voter’s Certification;
7. Prison Record; or
8. Certificate of Detention.
FEES
PROCE
TO PERSON
CLIENT STEPS AGENCY ACTIONS SSING
BE RESPONSIBLE
TIME
PAID
1. Proceed to the 1. Receive the None 1 minute Screener
screening area. applicant. PhilSys
Registration
Team (PRT)
2. Fill-out one copy of 2. Provide the None 5 Screener
the PhilSys PhilSys Registration minutes PhilSys
Registration Form 1A. Form 1A. Registration
Team (PRT)
3. Submit the 3. Confirm if the None 5 Screener
accomplished PhilSys applicant has not minutes PhilSys
Registration Form 1A yet registered to Registration
and present the PhilSys. Team (PRT)
identification and/or
supporting 3.1 Review the
consistency of the
document/s to the
information on the
Screener.
PhilSys
Registration Form
1A with the
identification
and/or supporting

35
 document/s
presented.

Affix full name and

signature in the
PhilSys Registration
Form 1A and return
the identification
and/or supporting
document/s to the
applicant.
3.2 Assist the None 1 minute Registration
applicant to Center
Registration Kit Supervisor
Operator waiting PhilSys
area. Registration
Team (PRT)
4. Proceed to the 4.1 Encode the None 5 Registration Kit
Registration Kit demographic minutes Operator
Operator and present information of the PhilSys
the accomplished applicant. Registration
PhilSys Registration Team (PRT)
Form 1A and
identification and/or
supporting
document/s.
4.2 Review the None 4 Registration Kit
consistency of minutes Operator
demographic PhilSys
information based Registration
on the submitted Team (PRT)
identification
and/or supporting
documents.
4.3 Scan the
identification
and/or supporting
document/s.
4.4 Capture the irises
of the applicant.
4.5 Capture the ten
functional
fingerprints of the
applicant.
4.6 Capture the front-
facing photograph
of the applicant.

Note: Biometric Registration

exceptions/forced Center
capture will apply If Supervisor
there is a physical PhilSys
impossibility to Registration
capture a complete Team (PRT)
set of biometric
information due to
medical condition, or
physical disability, or
if the complete set

36
 does not meet the
minimum threshold
standards.
5. Review and confirm 5. Confirm the None 3 Registration Kit
the correctness of correctness of minutes Operator
demographic and demographic and PhilSys
biometric information. biometric information. Registration
Team (PRT)
6. Provide consent in 6. Read and explain None 2 Registration Kit
the collection of their the Disclosure under minutes Operator
data for PhilSys Section 12 of the PhilSys
registration and other Data Privacy Act of Registration
services. 2012 as reflected in Team (PRT)
the PhilSys
Registration Client
System.
7. Secure the printed 7.1 Print the None 1 minute Registration Kit
Transaction Slip from Transaction Slip. Operator
the Registration Kit PhilSys
Operator. 7.2 Return the Registration
accomplished Team (PRT)
PhilSys Registration
Form 1A and
identification and/or
supporting
documents and
provide the
Transaction Slip to
the applicant.
7.3 Approve and None 2 Registration
upload data packet to minutes Center
the server. per data Supervisor
packet PhilSys
Registration
Team (PRT)
TOTAL: None 29
minutes
***The delivery commitment schedule of PHLPost for the delivery of PhilIDs as provided in the contract
are as follows:
- within 5 working days for delivery address within National Capital Region
- within 7 working days for delivery address within Luzon, Visayas, and Mindanao
- within 30 working days for delivery address for remote and far-flung areas

37
 SECTORAL STATISTICS OFFICE
MACROECONOMIC ACCOUNTS SERVICE
1. Generates and disseminates macroeconomic accounts and economic
statistics/indicators not on the PSA website for emailed data/product request
The Macroeconomic Accounts Service (MAS) generates and disseminate macroeconomic accounts
and economic indicators on the PSA website. It also provides assistance to researchers who
emailed related or specific data/product needs, other than those which can be found on the website.
Office or Division 1. Production Accounts Division (PAD)
2. Expenditure and Integrated Accounts Division (EIAD)
3. Subnational Economic Accounts Division (SEAD)
4. Satellite Accounts Division (SAD)
5. Environment and Natural Resources Accounts Division
(ENRAD)
6. Agricultural Accounts Division (AAD)
Classification: Simple
Type of Transaction: G2C – Government to Citizens
G2G – Government to Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Researcher’s email of data/product
request
FEES PROCES-
AGENCY PERSON
CLIENT STEPS TO BE SING
ACTIONS RESPONSIBLE
PAID TIME
1. Send email of 1.1 Acknowledge None 2 minutes Statistical Analyst
data/product receipt of the Statistical Specialist I
request to: client’s email of Macroeconomic
mas.staff@psa.gov.p data/product Accounts Service
h and request
oansmas.psa@gm
ail.com copy 1.2 Assess the None 5 minutes Statistical Analyst
furnished data/product Statistical Specialist I
info@psa.gov.ph request and Macroeconomic
refer it to the Accounts Service
division which
should handle
it

1.3 Assess the None 5 minutes Statistical Analyst

availability of Statistical Specialist I
the Statistical Specialist II
data/product Senior Statistical
requested Specialist
Supervising Statistical
Specialist
Chief Statistical
Specialist
Macroeconomic
Accounts Service
2. Wait for the 2.1. Prepare the None 10 Statistical Analyst
approval and data/product minutes Statistical Specialist I
release of for release if Statistical Specialist II
data/product data/product Senior Statistical
requested requested is Specialist
readily Supervising Statistical
available Specialist
Chief Statistical
Specialist
38
 Macroeconomic
Accounts Service

2.2. Inform client None 2 minutes Statistical Analyst

that Statistical Specialist I
data/product Statistical Specialist II
requested need Senior Statistical
special Specialist
processing/ Supervising Statistical
tabulation thus Specialist
will be released Chief Statistical
after 1 day; will Specialist
be emailed/ Macroeconomic
pick-up Accounts Service
depending on
the volume of
data/product

2.3. Generate the None 1 day

data/product
requested
2.4. Forward the None 5 minutes Statistical Analyst
request for Statistical Specialist I
unpublished Statistical Specialist II
data/product to Senior Statistical
ONS for Specialist
approval cc Supervising Statistical
Information Specialist
Center Central Chief Statistical
Office Specialist
Macroeconomic
2.5. Generate the None 1 day Accounts Service
data/product
requested once
approved by
NS

2.6. Submit None 5 minutes

generated
data/product
requested to
ONS for
clearance of
release

2.7. Inform client None 2 minutes

that
data/product
requested will
be emailed or
for pick-up if
voluminous

3. Receive and 3. Release the None 5 minutes Statistical Analyst

acknowledge the data/ product Statistical Specialist I
data/product requested Macroeconomic
requested (hard copy or Accounts Service
ecopy
depending on
the volume of
data/product)
39
 4. Fill out the 4. Ask the client to None 2 minutes Statistical Analyst
Feedback Form fill out the Statistical Specialist I
Feedback Macroeconomic
Form thru Accounts Service
email
2 days
TOTAL: None and 43
minutes

2. Generates and disseminates macroeconomic accounts and economic

statistics/indicators not on the PSA website for data/product request through
phone
The Macroeconomic Accounts Service (MAS) generates and disseminate macroeconomic
accounts and economic indicators on the PSA website. It also provides assistance to researchers
who requested through phone related or specific data/product needs, other than those which can
be found on the website.
Office or Division 1. Production Accounts Division (PAD)
2. Expenditure and Integrated Accounts Division (EIAD)
3. Subnational Economic Accounts Division (SEAD)
4. Satellite Accounts Division (SAD)
5. Environment and Natural Resources Accounts Division (ENRAD)
6. Agricultural Accounts Division (AAD)
Classification: Simple
Type of Transaction: G2C – Government to Citizens
G2G – Government to Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Specifics of data/product requested
FEES PROCES-
PERSON
CLIENT STEPS AGENCY ACTIONS TO BE SING
RESPONSIBLE
PAID TIME
1. Call MAS 1.1 Receive call None 2 minutes Statistical Analyst
telephone Statistical Specialist I
number: Macroeconomic
83761996 Accounts Service

1.2 Assess the None 5 minutes Statistical Analyst

data/product Statistical Specialist I
request and refer Macroeconomic
it to the division Accounts Service
which should
handle it

1.3 Assess the None 5 minutes Statistical Analyst

availability of the Statistical Specialist I
data/product Statistical Specialist II
requested Senior Statistical
Specialist
Supervising Statistical
Specialist
Chief Statistical
Specialist
Macroeconomic
Accounts Service
2. Wait for the 2.1. Prepare the None 10 minutes Statistical Analyst
approval and data/product for Statistical Specialist I
release of release if Statistical Specialist II
data/product
40
 data/product requested is Senior Statistical
requested readily available Specialist
Supervising Statistical
Specialist
Chief Statistical
Specialist
Macroeconomic
Accounts Service
2.2. Inform client that None 2 minutes Statistical Analyst
data/product Statistical Specialist I
requested need Statistical Specialist II
special Senior Statistical
processing/ Specialist
tabulation thus will Supervising Statistical
be released after Specialist
1 day; will be Chief Statistical
emailed/ pick-up Specialist
depending on the Macroeconomic
volume of Accounts Service
data/product

2.3. Generate the None 1 day

data/product
requested
2.4. Forward the None 5 minutes Statistical Analyst
request for Statistical Specialist I
unpublished Statistical Specialist II
data/product to Senior Statistical
ONS for approval Specialist
cc Information Supervising Statistical
Center Central Specialist
Office Chief Statistical
Specialist
2.5. Generate the None 1 day Macroeconomic
data/product Accounts Service
requested once
approved by NS

2.6. Submit None 5 minutes

generated
data/product
requested to ONS
for clearance of
release

2.7. Inform client that None 2 minutes

data/product
requested will be
emailed or for
pick-up if
voluminous

3. Receive and 3. Release the data/ None 5 minutes Statistical Analyst

acknowledge product requested Statistical Specialist I
the data/product (hard copy or Macroeconomic
requested ecopy depending Accounts Service
on the volume of
data/product)
4. Fill out the 4. Ask the client to fill None 2 minutes Statistical Analyst
Feedback Form out the Feedback Statistical Specialist I
Form thru email

41
 Macroeconomic
Accounts Service

2 days
TOTAL: None and 43
minutes

3. Generates and disseminates macroeconomic accounts and economic

statistics/indicators not on the PSA website for walk-in researchers
The Macroeconomic Accounts Service (MAS) generates and disseminates macroeconomic
accounts and economic statistics/indicators on the PSA website. For walk-in researchers, MAS
provides technical assistance concerning related or specific data/product needs, other than those
which can be found on the website.
Office or Division 1. Production Accounts Division (PAD)
2. Expenditure and Integrated Accounts Division (EIAD)
3. Subnational Economic Accounts Division (SEAD)
4. Satellite Accounts Division (SAD)
5. Environment and Natural Resources Accounts Division
(ENRAD)
6. Agricultural Accounts Division (AAD)
Classification: Simple
Type of Transaction: G2C - Government to Citizen
G2G - Government to Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Visitor’s Pass 1. Ground Floor, Eton Centris Cyberpod III
(North Tower), EDSA corner Quezon
2. Researcher’s letter of data/product Avenue, Diliman, Quezon City
request
FEES
PROCES- PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
SING TIME RESPONSIBLE
PAID
1. Approach the 1. Refer the client to None 2 minutes PSA Guard on duty
guard on duty the Office of the
in PSA Assistant
reception area National
th
at 16 Floor to Statistician
inform and (OANS) of MAS
register in the
Visitor’s Log
Sheet the
purpose of
visit
2. Proceed to 2. Assess the None 5 minutes Statistical Analyst
OANS of MAS data/product Statistical Specialist I
request and refer Macroeconomic
the client to the Accounts Service
division which
should handle it

3. Proceed to 3. Assess the None 5 minutes Statistical Analyst

the concerned availability of the Statistical Specialist I
division and data/product Statistical Specialist II
log the data to requested Senior Statistical
be requested. Specialist
Supervising Statistical
Specialist

42
 Chief Statistical
Specialist
Macroeconomic
Accounts Service
4. Wait for the 4.1. Prepare the None 10 minutes Statistical Analyst
approval and data/product for Statistical Specialist I
release of release if Statistical Specialist II
data/product data/product Senior Statistical
requested requested is Specialist
readily available Supervising Statistical
Specialist
Chief Statistical
Specialist
Macroeconomic
Accounts Service
4.2. Inform client None 2 minutes Statistical Analyst
that data/product Statistical Specialist I
requested need Statistical Specialist II
special Senior Statistical
processing/ Specialist
tabulation thus Supervising Statistical
will be released Specialist
after 1 day; will Chief Statistical
be emailed/ pick- Specialist
up depending on Macroeconomic
the volume of Accounts Service
data/product

4.3. Generate the None 1 day

data/product
requested
4.4. Forward the None 5 minutes Statistical Analyst
request for Statistical Specialist I
unpublished Statistical Specialist II
data/product to Senior Statistical
ONS for approval Specialist
cc Information Supervising Statistical
Center Central Specialist
Office Chief Statistical
4.5. Generate the Specialist
data/product
requested once None 1 day Macroeconomic
approved by NS Accounts Service
4.6. Submit
generated
data/product
requested to None 5 minutes
ONS for
clearance of
release
4.7. Inform client
that data/product
requested will be
emailed or for
pick-up if None 2 minutes
voluminous
5. Receive and 5. Release the data/ None 5 minutes Statistical Analyst
acknowledge product Statistical Specialist I
the requested (hard Macroeconomic
data/product copy or ecopy Accounts Service
requested. depending on the

43
 volume of
data/product)

6. Fill out the 6. Ask the client to None 2 minutes Statistical Analyst
Feedback fill out the Statistical Specialist I
Form Feedback Form Macroeconomic
(personally or Accounts Service
thru email)
None 2 days and
TOTAL:
43 minutes

ECONOMIC SECTOR STATISTICS SERVICE

1. Walk-in Researchers Requesting for Printed Copy of Readily

Available Unpublished Data

Office or Division: All Divisions of ESSS

Classification: Simple
Type of Transaction: G2C - Government to Citizens
G2B - Government to Business Entity
G2G - Government to Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form ESSS Subject Matter Division (SMD)
PROCES- PERSON
FEES
CLIENT STEPS AGENCY ACTIONS SING RESPONSIBLE
TOBE
TIME
PAID
1. Register at 1.1 Request the Non 2 minutes Security Guard
PSA’s Security researcher to sign e on Duty
th
16 Floor in the Log Book Economic
Sector Statistics
Service
1.2 Assist the Non 2 minutes Security Guard on
researcher to the e Duty
Office of the Economic
Assistant National Sector Statistics
Statistician Service
(OANS)
1.3 Assess which Non 5 minutes Assistant
division should e Statistician
handle the Economic
query/data request Sector
Statistics Service
1.4 Assist the Non 2 minutes Assistant
researcher to the e Statistician
concerned Division Economic
Sector Statistics
Service

44
2. Accomplish 2.1 Require the Non 10 Statistician Aide
two copies of researcher to e minutes Economic
Data Request accomplish two Sector
Form (PSA’s copies of Data Statistics Service
Copy and Request Form
Client’s Copy) (PSA’s Copy and
Client’s copy)
2.2 Check if all the Non 5 minutes Statistician Aide
required e Economic
information is Sector
provided. Statistics Service
2.3 Indicate in both Non 5 minutes Statistician Aide
forms the latest e Economic Sector
date and time the Statistics Service
data will be sent to
the email address
he/she provided in
the form.
2.4 Give the Client’s Non 2 minutes Statistician Aide
copy to the e Economic
researcher and Sector Statistics
PSA’s copy to the Service
concerned
technical staff who
will prepare the
request.
2.5 Prepare the Non 2 hours Statistical
requested data e Analyst
Statistical
Specialist I
Statistical
Specialist II
Economic
Sector
Statistics
Service
2.6 Print and submit Non 5 minutes Statistical
to the Supervisor e Analyst
for review and Statistical
clearance. Specialist I
Statistical
Specialist II
Economic
Sector
Statistics
Service
2.7 Review Non 30 Senior
correctness and e Minutes Statistical
completeness of Specialist
requested data. Economic
Sector
Statistics
Service
2.8 Endorse to Non 5 minutes Senior
Division Chief for e Statistical
final approval. Specialist
Economic
Sector
Statistics

45
 Service

2.9 Review/Approve Non 30 Chief Statistical

the Data Request e Minutes Specialist
Economic
Sector Statistics
Service
3. Present the 3.1 Photocopy/Scan Non 15 Statistician Aide
Client’s copy the approved/ e Minutes Economic
of the Data signed data Sector Statistics
Request Form request for Service
to get the record/filing.
printed copy of 3.2 Provide the Non 2 minutes Statistician Aide
the request researcher with e Economic
the original copy of Sector Statistics
the signed data Service
request
4. Accomplish 4.1 Require the Non 10 Statistician Aide
the researcher to e Minutes Economic
Acknowledge accomplish the Sector Statistics
ment Receipt Acknowledgement Service
Form and Receipt Form and
Feedback Feedback Form
Form 4.2 Record the Non 2 minutes Statistician Aide
transaction in the e Economic
Data Request Log Sector Statistics
Book Service
4.3 Provide Non 2 minutes Statistician Aide
ONS-KMCD with e Economic
scanned copies of Sector Statistics
the following: Service
• Data Request
Form
• Acknowledgement
Receipt Form
• Feedback Form
4.4 File the following: None 2minutes Statistician Aide
• Data Request Economic
Form Sector Statistics
• Acknowledgement Service
Receipt Form
• Signed copy of the
data request
(photocopy)
• Feedback Form
TOTAL: None 4 hours
and 17
minutes

46
2. Walk-in Researchers Requesting for an Electronic Copy of
ReadilyAvailable Unpublished Data

Office or Division: All Divisions of ESSS

Classification: Simple
Type of Transaction: G2C - Government to Citizens
G2B - Government to Business Entity
G2B- Government to Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form ESSS Subject Matter Division (SMD)
PROCES- PERSON
FEES
CLIENT STEPS AGENCY ACTIONS SING RESPONSIBLE
TOBE
TIME
PAID
1. Register at 1.1 Request the None 2 minutes Security Guard
PSA’s Security researcher to on Duty
16th Floor signin the Log Economic
Book Sector
Statistics
Service
1.2 Assist the None 2 minutes Security Guard
researcher to the on Duty
Office of the Economic
Assistant National Sector
Statistician Statistics
(OANS) Service
1.3 Assess which None 5 minutes Assistant
concerned Statistician
divisionshould Economic
handle the Sector
query/data Statistics
request Service
1.4 Assist the None 2 minutes Assistant
researcher to the Statistician
concerned Economic
Division Sector
Statistics
Service
2. Accomplish two 2.1 Require the None 10 Statistician Aide
copies of Data researcher to Minutes Economic Sector
Request Form accomplish two Statistics Service
(PSA’s Copy and copies of Data
Client’s Copy) Request Form
(PSA’s Copy
andClient’s
copy)
2.2 Check if all the None 5 minutes Statistician Aide
required Economic Sector
informationis Statistics Service
provided.

47
 2.3 Indicate in both None 5 minutes Statistician Aide
forms the latest Economic Sector
date and time the Statistics Service
data will be sent
tothe email
address
he/she provided
inthe form.
2.4 Give the Client’s None 1 minute Statistician Aide
copy to the Economic Sector
researcher and Statistics Service
PSA’s copy of the
Data Request
Form to the
concerned
technical staff who
will prepare the
request.
2.5 Prepare the None 2 hours Statistical
requested Analyst
data Statistical
Specialist I
Statistical
Specialist II
Economic Sector
Statistics Service
2.6 Print and None 5 minutes Statistical
submitto the Analyst
Supervisor for Statistical
review and Specialist I
clearance. Statistical
Specialist II
Economic Sector
Statistics Service
2.7 Review None 30 Senior Statistical
correctness and Minutes Specialist
completeness Economic Sector
ofrequested Statistics Service
data.
2.8 Endorse to None 5 minutes Senior Statistical
Division Chief Specialist
forfinal Economic Sector
approval. Statistics Service
2.9 Review/ None 30 Chief Statistical
Approvethe Data Minutes Specialist
Request
3. Accomplish the 3.1 Send the e-copy 10 Statistical
Acknowledgement of the data Minutes Analyst
Receipt Form and request to the Statistical
Feedback Form email address of Specialist I
the researcher Statistical
indicated in the Specialist II
Data Request Economic Sector
Form, including Statistics Service
the
Acknowledgement
Receipt Form and
Feedback Form.
3.2 Require the None 10 Minutes Statistician Aide
researcher to Economic Sector
Statistics Service

48
 accomplish and
send back the
Acknowledgment
Receipt Form
and Feedback
Form
3.3 Scan the None 2 minutes Statistician Aide
approved/signed Economic Sector
data request for Statistics Service
record/filing, and
accomplished
Acknowledgeme
nt
Receipt Form
andFeedback
Form.
3.4 Record the None 2 minutes Statistician Aide
transaction in the Economic Sector
Data Request Statistics Service
Log Book

3.5 Provide None 2 minutes Statistician Aide

ONS-KMCD with Economic Sector
scanned copies Statistics Service
ofthe following:
• Data Request Form
• Acknowledgeme
ntReceipt Form
Feedback Form
3.6 File the following: None 2 minutes Statistician Aide
• Data Request Form Economic Sector
• Acknowledgeme Statistics Service
ntReceipt Form
• Signed copy of
thedata request
(photocopy)
Feedback Form
3.7 File the following: None 2 minutes Statistician Aide
• Data Request Form Economic Sector
• Acknowledgeme Statistics Service
ntReceipt Form
• Signed copy of
thedata request
(photocopy)
Feedback Form
TOTAL: None 4 hours and
12 minutes

49
3. Researchers Requesting for an Electronic Copy of Readily Available
Unpublished Data through Email

Office or Division: All Divisions of ESSS

Classification: Simple
Type of Transaction: G2C - Government to Citizens
G2B – Government to Business Entity
G2G – Government to Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form ESSS Subject Matter Division (SMD)
PROCES- PERSON
FEES
CLIENT STEPS AGENCY ACTIONS SINGTIME RESPONSIBLE
TOBE
PAID
1. Send data 1.1 Acknowledge None 2 minutes Statistician Aide
request receipt of the data Economic Sector
request by sending Statistics Service
the Data Request
Form
2. Accomplish the 2.1 Acknowledge None 2 minutes Assistant
Data Request receipt of the Data Statistician
Form and send Request Form Economic
back to PSA Sector
Statistics
Service
2.2 Check if all the None 3 minutes Assistant
required Statistician
information is Economic
provided. Sector
Statistics
Service
2.3 Assess which None 5 minutes Assistant
concerned division Statistician
should handle the Economic
query/data request Sector
Statistics
Service
2.4 Forward to the None 15 Assistant
concerned division Minutes Statistician
the researcher’s Economic
email including the Sector
Data Request Statistics
Form copy Service
furnished the
researcher.
Indicate in the
email the email
address of the
Division which
should handle the
request.

50
 2.5 Acknowledge None 5 minutes Statistician Aide
receipt of the data Economic Sector
request copy Statistics Service
furnished the
researcher.
Indicate in the
email the latest
date and time the
data will be sent.
2.6 Prepare the None 2 hours Statistical Analyst
requested Economic Sector
data Statistics Service
Statistical
Specialist I
Statistical
Specialist II
Economic Sector
Statistics Service
2.7 Print and None 5 minutes Statistical Analyst
submitto the Statistical
Supervisor Specialist I
for review Statistical
and Specialist II
clearance. Economic
Sector
Statistics
Service
2.8 Review None 30 Senior Statistical
correctness Minutes Specialist
and Economic
completenes Sector
s of Statistics
requested Service
data.
2.9 Endorse to None 5 minutes Senior Statistical
Division Specialist
Chief forfinal Economic
approval. Sector
Statistics
Service
2.10 Review/ None 30 Chief Statistical
Approve the Minutes Specialist
DataRequest Economic
Sector
Statistics
Service
3. Accomplish the 3.1 Send the e-copy 10 Statistical Analyst
Acknowledgement of the data Minutes Statistical
Receipt Form and request, including Specialist I
Feedback Form the Statistical
Acknowledgement Specialist II
Receipt Form and Economic
Feedback Sector
Form.
Statistics
Service
3.1 Send the e-copy 10 Statistical Analyst
of the data Minutes Statistical
request, including Specialist I
the Statistical
Acknowledgement Specialist II
Receipt Form and Economic
Feedback Sector
Form.
51
 Statistics
Service
3.3 Scan the None 2 minutes Statistician Aide
approved/sig Economic
ned data Sector
request for Statistics
record/filing, Service
and
accomplishe
d
Acknowledge
mentReceipt
Form and
Feedback
Form.
3.4 Record the None 2 minutes Statistician Aide
transaction in the Economic
Data Request Log Sector
Book Statistics
Service
3.5 Provide None 2 minutes Statistician Aide
ONS-KMCD with Economic
scanned copies of Sector
the following: Statistics
• Data Request Service
Form
• Acknowledgement
Receipt Form
Feedback
Form
3.6 File the following: None 2 minutes Statistician Aide
• Data Request Economic
Form Sector
• Acknowledgement Statistics
Receipt Form Service
• Signed copy of the
data request
(photocopy)
Feedback
Form
TOTAL: None 4 hours
and 10
minutes

52
4. Researchers Requesting for an Electronic Copy of Readily
Available Unpublished Data through Phone

Office or Division: All Divisions of ESSS

Classification: Simple
Type of Transaction: G2C - Government to Citizens
G2B- Government to Business Entity
G2G - Government to Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form ESSS Subject Matter Division (SMD)
PROCES- PERSON
FEES
CLIENT STEPS AGENCY ACTIONS SING RESPONSIBLE
TOBE
TIME
PAID
1. Call ESSS 1.1 Receive call None -2 minutes Assistant
Statistician
Economic
Sector
Statistics
Service
1.2 Instruct None 2 minutes Assistant
researcher to Statistician
email his/her Economic
request by Sector
providing the Statistics
email address of Service
ESSS
2. Send data 2.1 Acknowledge None 2 minutes Assistant
request/query to receipt of the data Statistician
the email request by Economic
address of sending the Data Sector
ESSS Request Form Statistics
Service
3. Accomplish the 3.1 Acknowledge None 2 minutes Assistant
Data Request receipt of the Data Statistician
Form and send Request Form Economic
back to PSA Sector
Statistics
Service
3.2 Check if all the None 3 minutes Assistant
required Statistician
information is Economic
provided. Sector
Statistics
Service
3.3 Assess which None 5 minutes Assistant
concerned Statistician
division should Economic
handle the Sector
query/data Statistics
request Service

53
3.4 Forward to the None 15 Assistant
concerned Minutes Statistician
division the Economic Sector
researcher’s Statistics Service
emailincluding the
DataRequest
Form copy
furnished the
researcher.
Indicate in the
email the email
address of the
Division which
should handle the
request.
3.5 Acknowledge None 5 minutes Statistician Aide
receipt of the data Economic Sector
request copy Statistics Service
furnished the
researcher.
Indicate in the
email the latest
date and time the
data will be sent.
3.6 Prepare the None 2 hours Statistical Analyst
requested Statistical
data Specialist I
Statistical
Specialist II
Economic Sector
Statistics Service
3.7 Print and submit None 5 minutes Statistical Analyst
to the Supervisor Statistical
for review and Specialist I
clearance. Statistical
Specialist II
Economic Sector
Statistics Service
3.8 Review None 30 Senior Statistical
correctness and minutes Specialist
completeness of Economic
requested data. Sector
Statistics
Service
3.9 Endorse to None 5 minutes Senior Statistical
Division Chief for Specialist
final approval. Economic
Sector
Statistics
Service
3.10 Review/ None 30 Chief Statistical
Approve the Data minutes Specialist
Request Economic Sector
Statistics Service

54
4. Accomplish the 4.1 Send the e-copy 10 Statistical Analyst
Acknowledgement of the data minutes Statistical
Receipt Form and request, including Specialist I
Feedback Form the Statistical
Acknowledgement Specialist II
Receipt Form and Economic Sector
Feedback Form. Statistics Service
4.2 Require the None 10 Statistician Aide
researcher to minutes Economic Sector
accomplish and Statistics Service
send back the
Acknowledgement
Receipt Form and
Feedback Form
4.3 Scan the None 2 minutes Statistician Aide
approved/signed Economic Sector
data request for Statistics Service
record/filing, and
accomplished
Acknowledgement
Receipt Form and
Feedback Form.
4.4 Record the None 2 minutes Statistician Aide
transaction in the Economic Sector
Data Request Log Statistics Service
Book
4.5 Provide ONS- None 2 minutes Statistician Aide
KMCD with Economic Sector
scanned copies of Statistics Service
the following:
• Data Request
Form
• Acknowledgement
Receipt Form
Feedback Form
4.6 File the None 2 minutes Statistician Aide
following: Economic Sector
• Data Request Statistics Service
Form
• Acknowledgement
Receipt Form
• Signed copy of
the data request
(photocopy)
Feedback Form
TOTAL: None 4 hours
and 14
minutes

55
5. Walk-in Researchers Requesting for Data Available at PSA Website

Office or Division: All Divisions of ESSS

Classification: Simple
Type of Transaction: G2C - Government to Citizens
G2G- Government to Business Entity
G2G -Government to Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form ESSS Subject Matter Division (SMD)
PROCES- PERSON
FEES
CLIENT STEPS AGENCY ACTIONS SINGTIME RESPONSIBLE
TOBE
PAID
1. Register at PSA’s 1.1 Request the None 2 minutes Security Guard on
Security 16th researcher to sign in Duty
Floor the Log Book Economic Sector
Statistics Service
1.2 Assist the None 2 minutes Security Guard on
researcher to the Duty
Office of the Economic Sector
Assistant National Statistics Service
Statistician (OANS)
1.3 Assess which None 2 minutes Assistant
concerned division Statistician
should handle the Economic
query/data request Sector
Statistics
Service
1.4 Assist the None 2 minutes Assistant
researcher to the Statistician
concerned Division Economic
Sector
Statistics
Service
2. Accomplish two 2.1 Require the None 10 Statistician Aide
copies of Data researcher to minutes Economic Sector
Request Form accomplish two Statistics Service
(PSA’s Copy and copies of Data
Client’s Copy) Request Form
(PSA’s Copy and
Client’s copy)

56
 2.2 Check if all the None 5 minutes Statistician Aide
required information Economic Sector
is provided. Statistics Service
2.3 Indicate in both None 10 minutes Statistician Aide
forms the website Economic Sector
link and inform the Statistics Service
researcher that the
data can be
downloaded at PSA
website.
3. Accomplish the 3.1 Require the None 10 Statistician Aide
Acknowledgeme researcher to minutes Economic Sector
nt Receipt Form accomplish the Statistics Service
and Feedback Acknowledgement
Form Receipt Form and
Feedback Form
3.2 Record the None 2 minutes Statistician Aide
transaction in the Economic Sector
Data Request Log Statistics Service
Book

3.2 Provide None 2 minutes Statistician Aide

ONS-KMCD with Economic Sector
scanned copies of Statistics Service
the following:
• Data Request Form
• Acknowledgement
Receipt Form
Feedback Form
3.3 File the following: None 2 minutes Statistician Aide
• Data Request Form Economic Sector
• Acknowledgement Statistics Service
Receipt Form
Feedback Form
TOTAL: None 44 inutes

57
6. Researchers Requesting for Data Available at PSA Website
through Email

Office or Division: All Divisions of ESSS

Classification: Simple
Type of Transaction: G2C- Government to Citizens
G2B - Government to Business Entity
G2G - Government-to-Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form ESSS Subject Matter Division (SMD)
PROCES- PERSON
AGENCY FEES
CLIENT STEPS SINGTIME RESPONSIBLE
ACTIONS TOBE
PAID
1. Send data 1.1 Acknowledge None 2 minutes Statistician Aide
request receipt of the data Economic
request by sending Sector Statistics
the DataRequest Service
Form
2. Accomplish the 2.1 Acknowledge None 2 minutes Assistant
Data Request receipt of the Statistician
Form and send Data Request Economic
back to PSA Form Sector
Statistics
Service
2.2 Check if all the None 3 minutes Assistant
required Statistician
information is Economic
provided. Sector
Statistics
Service
2.3 Indicate in the None 10 minutes Assistant
form the website Statistician Aide
link and inform the Economic
researcher through Sector
email that the data Statistics
canbe downloaded Service
at PSA website.

3. Accomplish the 3.1 Require the None 10 Statistician Aide

Acknowledgement researcher to Minutes Economic
Receipt Form and accomplish the Sector Statistics
Feedback Form Acknowledgement Service
Receipt Formand
Feedback Form

3.2 Record the None 2 minutes Statistician Aide

transaction in the Economic
Data Request Sector Statistics
Log Book Service

58
3.3 Provide ONS- None 2 minutes Statistician Aide
KMCD with Economic
scanned copiesof Sector Statistics
the following: Service
• Data Request
Form
• Acknowledgement
Receipt Form
• Feedback Form
3.4 File the None 2 minutes Statistician Aide
following: Economic
• Data Request Sector Statistics
Form Service
• Acknowledgement
Receipt Form and
Feedback Form

TOTAL: None 33
minutes

59
7. Walk-in Researchers Requesting for Printed Copy of Unpublished
Data which Requires Special Tabulation

Office or Division: All Divisions of ESSS

Classification: Simple
Type of G2C- Government to Citizens
Transaction: G2B - Government to Business Entity
G2G - Government-to-Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form ESSS Subject Matter Division (SMD)

FEES TO PROCES- PERSON

CLIENT STEPS AGENCY ACTIONS RESPONSIBLE
BE PAID SING
TIME
1. Register at 1.1 Request the None 2 minutes Security Guard on
PSA’s Security researcher to sign Duty
16th Floor in the Log Book Economic Sector
Statistics
Service
1.2 Assist the None 2 minutes Security Guard on
researcher to the Duty
Office of the Economic Sector
Assistant National Statistics
Statistician Service
(OANS)
1.3 Assess which None 2 minutes Assistant
division should Statistician
handle the Economic
query/data Sector
request Statistics
Service
1.4 Assist the None 2 minutes Assistant
researcher to the Statistician
concerned Economic
Division Sector
Statistics
Service
2. Accomplish two 2.1 Require the None 10 minutes Statistician Aide
copies of Data researcher to Economic Sector
Request Form accomplish two Statistics Service
(PSA’s Copy copies of Data
and Client’s Request Form
Copy) (PSA’s Copy and
Client’s copy)
2.2 Check if all the None 5 minutes Statistician Aide
required Economic Sector
information is Statistics Service
provided.
2.3 Endorse to the None 1 minute Statistician Aide
technical staff Economic Sector
Statistics Service

60
2.4 Indicate in both None 5 minutes Statistical Analyst
forms the latest Statistical
date and time the Specialist I
data will be sent Statistical
to the email Specialist II
address he/she Economic Sector
provided in the Statistics Service
form.
2.5 Give the None 2 minutes Statistician Aide
Client’s copy to Economic Sector
the researcher Statistics Service
and PSA’s copy
to theconcerned
technical staff
who will prepare
the request.
2.6 Prepare the None 8 hours Statistical Analyst
requested data Statistical
Specialist I
Statistical
Specialist II
Economic Sector
Statistics Service
2.7 Print and submit None 5 minutes Statistical Analyst
to the Supervisor Statistical
for review and Specialist I
clearance. Statistical
Specialist II
Economic Sector
Statistics Service
2.8 Review None 1.5 hours Senior Statistical
correctness and Specialist
completeness of Economic Sector
requested data. Statistics Service

2.9 Endorse to None 5 minutes Senior Statistical

Division Chief for Specialist
final approval. Economic Sector
Statistics Service

2.10 Review/ None 1.5 hour Chief Statistical

Approve the Data Specialist
Request Economic Sector
Statistics Service

61
3. Present the 3.1 Photocopy/ Scan None 15 minutes Statistician Aide
Client’s copy of the approved/ Economic Sector
the Data Request signed data Statistics Service
Form toget the request for
printed copy of record/filing.
the request 3.2 Provide the None 2 minutes Statistician Aide
researcher with the Economic Sector
original copy Statistics Service
of the signed data
request
4. Accomplish the 4.1 Require the None 10 minutes Statistician Aide
Acknowledgement researcher to Economic Sector
Receipt Form and accomplish the Statistics Service
Feedback Form Acknowledgement
Receipt Form and
Feedback Form
4.2 Record the None 2 minutes Statistician Aide
transaction in the Economic Sector
Data Request Log Statistics Service
Book
4.3 Provide ONS- None 2 minutes Statistician Aide
KMCD with Economic Sector
scanned copies of Statistics Service
the following:
• Data Request
Form
• Acknowledgement
Receipt Form
• Feedback Form
4.4 File the None 2 minutes Statistician Aide
following: Economic Sector
• Data Request Statistics Service
Form
• Acknowledgement
Receipt Form
• Signed copy of
the data request
(photocopy)
Feedback Form
TOTAL: None 12 hours
and 14
minutes

62
 8. Walk-in Researchers Requesting for an Electronic Copy of
Unpublished Data which Requires Special Tabulation

Office or Division: All Divisions of ESSS

Classification: Simple
Type of Government-to-Citizens (G2C)
Transaction: Government-to-Business Entity (G2B)
Government-to-Government (G2G)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form ESSS Subject Matter Division (SMD)

FEES TO PROCESSI PERSON

CLIENT STEPS AGENCY ACTIONS RESPONSIBLE
BE PAID NG TIME
1. Register at PSA’s 1.1 Request the None -2 minutes Security Guard
Security 16th researcher to sign on Duty
Floor in the Log Book Economic
Sector Statistics
Service
1.2 Assist the None -2 minutes Security Guard
researcher to the on Duty
Office of the Economic
Assistant National Sector Statistics
Statistician Service
(OANS)
1.3 Assess which None -2 minutes Assistant
concerned division Statistician
should handle the Economic
query/data request Sector
Statistics
Service
1.4 Assist the None -2 minutes Assistant
researcher to the Statistician
concerned Division Economic
Sector
Statistics
Service
2. Accomplish two 2.1 Require the None 10 minutes Statistician Aide
copies of Data researcher to Economic
Request Form accomplish two Sector Statistics
(PSA’s Copy and copies of Data Service
Client’s Copy) Request Form
(PSA’s Copy and
Client’s copy)
2.2 Check if all the None 5 minutes Statistician Aide
required Economic
information is Sector Statistics
provided. Service
2.3 Endorse to the None 1 minute Statistician Aide
technical staff Economic
in the Division Sector Statistics
Service

63
2.4 Indicate in both None 5 minutes Statistical
forms the latest Analyst
date and time the Statistical
data will be sent to Specialist I
the email address Statistical
he/she provided in Specialist II
the form.

2.5 Give the Client’s None 1 minute Statistician Aide

copy to the Economic
researcher and Sector
PSA’s to the Statistics
concerned Service
technical staff who
will prepare the
request.

64
 2.5 Give the Client’s None 1 minute Statistician Aide
copy to the Economic Sector
researcher and Statistics Service
PSA’s to the
concerned
technical staff who
will prepare the
request.
2.6 Prepare the None 8 hours Statistical
requested data Analyst
Statistical
Specialist I
Statistical
Specialist II
Economic Sector
Statistics Service
2.7 Print and submit None 5 minutes Statistical
to the Supervisor Analyst
for review and Statistical
clearance. Specialist I
Statistical
Specialist II
Economic Sector
Statistics Service
2.8 Review None 1.5 hour Senior Statistical
correctness and Specialist
completeness of Economic Sector
requested data. Statistics Service
2.9 Endorse to None 5 minutes Senior Statistical
Division Chief for Specialist
final approval. Economic Sector
Statistics Service
2.10 Review/ None 1.5 hour Division Chief
Approve the Data Economic Sector
Request Statistics Service
3. Accomplish the 3.1 Send the e-copy None 10 minutes Statistical
Acknowledgemen of the data request Analyst
t Receipt Form to the email Statistical
and Feedback address of the Specialist I
Form researcher Statistical
indicated in the Specialist II
Data Request Economic Sector
Form, including the Statistics Service
Acknowledgement
Receipt Form and
Feedback Form.
3.2 Require the None 10 minutes Statistician Aide
researcher to Economic Sector
accomplish and Statistics Service
send back the
Acknowledgement
Receipt Form and
Feedback Form

65
 3.3 Scan the None 2 minutes Statistician Aide
approved/signed Economic Sector
data request for Statistics Service
record/filing, and
accomplished
Acknowledgement
Receipt Form and
Feedback Form.
3.4 Record the None - Statistician Aide
transaction in the
Data Request Log
Book
3.5 Provide ONS- None 2 minutes Statistician Aide
KMCD with
scanned copies of
the following:
• Data Request
Form
• Acknowledgement
Receipt Form
Feedback Form
3.6 File the following: None 2minutes Statistician Aide
• Data Request
Form
• Acknowledgement
Receipt Form
• Signed copy of the
data request
(photocopy)
Feedback Form
3.7 File the following: None 2 minutes Statistician Aide
• Data Request
Form
• Acknowledgement
Receipt Form
• Signed copy of the
data request
(photocopy)
Feedback Form
TOTAL: None 12 hours and
16 minutes

9. Walk-in Researchers Requesting for an Electronic Copy of

Unpublished Data which Requires Special Tabulation through Email

Office or Division: All Divisions of ESSS

Classification: Simple

Type of Transaction: G2C- Government to Citizens

G2B - Government to Business Entity
G2G - Government-to-Government

Who may avail: All

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished Data Request Form ESSS Subject Matter Division (SMD)

66
 FEES TO PROCES- PERSON
CLIENT STEPS AGENCY ACTIONS RESPONSIBLE
BE PAID SING
TIME
1. Send data 1.1 Acknowledge None 2 minutes Statistician Aide
request receipt of the data Economic
request by sending Sector Statistics
the Data Request Service
Form
2. Accomplish the 2.1 Acknowledge None 2 minutes Assistant
Data Request receipt of the Data Statistician
Form and send Request Form Economic
back to PSA Sector
Statistics
Service
2.2 Check if all the None 3 minutes Assistant
required Statistician
information is Economic
provided. Sector
Statistics
Service
2.3 Assess which None 5 minutes Assistant
concerned division Statistician
should handle the Economic
query/data request Sector
Statistics
Service
2.4 Forward to the None 15 minutes Assistant
concerned division Statistician
the researcher’s Economic
email including the Sector
Data Request Statistics
Form copy Service
furnished the
researcher.
Indicate in the
email the email
address of the
Division which
should handle the
request.

2.5 Acknowledge None 10 minutes Statistician Aide

receipt of the data Economic
request by the Sector Statistics
Division copy Service
furnished the
researcher.
Indicate in the
email the latest
date and time the
data will be sent.
2.6 Prepare the None 8 hours Statistical
requested data Analyst
Statistical
Specialist I
Statistical
Specialist II
Economic Sector
67
 Statistics Service

2.7 Print and None 5 minutes Statistical Analyst

submitto the Statistical
Supervisor for Specialist I
review and Statistical
clearance. Specialist II
Economic Sector
Statistics Service
2.8 Review None 1.5 hours Senior Statistical
correctness Specialist
and Economic Sector
completeness Statistics Service
ofrequested
data.
2.9 Endorse to None 5 minutes Senior Statistical
Division Chief for Specialist
final approval. Economic Sector
Statistics Service
2.10 Review/ None 1.5 hours Chief Statistical
Approve the Specialist
Data Request Economic Sector
Statistics Service
3. Accomplish the 3.1 Send the e- 10 minutes Statistical Analyst
Acknowledgement copy of the Statistical
Receipt Form and data request, Specialist I
Feedback Form including the Statistical
Acknowledge Specialist II
mentReceipt Economic Sector
Form and Statistics Service
Feedback
Form.
3.2 Require the None 10 minutes Statistician Aide
researcher to Economic Sector
accomplish and Statistics Service
send back the
Acknowledgement
Receipt Form and
Feedback Form
3.3 Scan the None 2 minutes Statistician Aide
approved/sign Economic Sector
ed data Statistics Service
request for
record/filing,
and
accomplished
Acknowledge
mentReceipt
Form and
Feedback
Form.
3.4 Record the None 2 minutes Statistician Aide
transaction in the Economic Sector
Data Request Log Statistics Service
Book
3.5 Provide ONS- None 2 minutes Statistician Aide
KMCD with Economic Sector
scanned copies of Statistics Service
the following
• Data

68
 RequestForm
• Acknowledgement
Receipt Form
Feedback Form
3.6 File the following: None 2 minutes Statistician Aide
Data Request Economic Sector
Form Statistics Service
TOTAL: None 12 hours
and 12
minutes

69
10. Data Request Received through Email from ONS/KMCD/ICU
which Requires Special Tabulation

Office or Division: All Divisions of ESSS

Classification: Complex
Type of Transaction: G2G - Government-to-Government

Who may avail: All

CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form ESSS Subject Matter Division (SMD)

AGENCY FEES PROCES- PERSON

CLIENT STEPS RESPONSIBLE
ACTIONS TO BE SING TIME
PAID
1. Endorse data 1.1 Acknowledge None 1 minute Chief Statistical
request to receipt of data Specialist
concerned request by the Economic
Division Chief Division Sector Statistics
copy Service
furnished 1.2 Advise None 5 minutes Chief Statistical
ESSS-OANS concerned Specialist
technical staff Economic
to prepare the Sector Statistics
data request Service
1.3 Prepare the None 3 days Statistical
requested Analyst
data Statistical
Specialist I
Statistical
Specialist II
Economic
Sector
Statistics
Service
1.4 Print and None 5 minutes Statistical
submit to the Analyst
Supervisor for Statistical
review and Specialist I
clearance. Statistical
Specialist II
Economic
Sector
Statistics
Service
1.5 Review None 1.5 hours Senior Statistical
correctness Specialist
and Economic
completeness Sector
of requested Statistics
data. Service
1.6 Endorse to None 5 minutes Senior Statistical
Division Chief Specialist
for final Economic
approval. Sector
Statistics
 Service

1.7 Review/ None 1.5 hours Chief Statistical

Approve the Specialist
Data Request Economic
Sector Statistics
Service
2. Acknowledge 2.1 Send e-copy None 10 minutes Statistical
email of the data Analyst
request to the Statistical
researcher Specialist I
copy Statistical
furnished Specialist II
ONS, KMCD Economic
and ICU
Sector
Statistics
Service
2.2 Record the None 2 minutes Statistician Aide
transaction in Economic
the Data Sector Statistics
Request Log Service
Book
2.3 Print and None 2 minutes Statistician Aide
file the email Economic
thread of the Sector Statistics
transaction Service
TOTAL: None 3 days, 3
hours and 40
minutes
 11. Data Request through Formal Letter Address to
the National Statistician and Forwarded to ESSS

Office or Division: All Divisions of ESSS

Classification: Simple
Type of Transaction: G2C- Government to Citizens
G2B - Government to Business Entity
G2G - Government-to-Government
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form ESSS Subject Matter Division (SMD)

AGENCY FEES TO PROCES- SI PERSON

CLIENT STEPS RESPONSIBLE
ACTIONS BE PAID NGTIME
1. Endorse data 1. 1 Receive and None 1 minute Assistant
request to ESSS- record in the Statistician
OANS Incoming Economic
Documents log Sector
book Statistics
Service
1.2 Endorse the None 2 minutes Assistant National
request letter to Statistician
concerned Economic Sector
division chief Statistics Service
1.3 Receive and None 1 minute Statistician Aide
record in the data Economic Sector
request log book Statistics Service
1.4 Photocopy the None 1 minute Statistician Aide
request letter Economic Sector
Statistics Service
1.5 File the original None 1 minute Statistician Aide
copy of the request Economic Sector
letter andgive the Statistics Service
photocopy to the
Division Chief

1.5 Advise None 5 minutes Chief Statistical

concerned Specialist
technical staff to Economic Sector
prepare the data Statistics Service
request

72
1. 3 Prepare the None 4 hours Statistical
requested data Analyst
and reply letter Statistical
Specialist I
Statistical
Specialist II
Economic
Sector
Statistics
Service
1. 4 Print and submit None 5 minutes Statistical
the data request Analyst
and reply letter to Statistical
Supervisor for Specialist I
review and Statistical
clearance. Specialist II
Economic
Sector
Statistics
Service
1. 5 Review None 1.5 hours Senior Statistical
correctness and Specialist
completeness of Economic Sector
requested data Statistics Service
and reply letter.
1. 6 Submit reply None 5 minutes Senior Statistical
letter together Specialist
with the Economic Sector
requested data to Statistics Service
Division Chief for
approval/review
1. 7 Review/ None 1.5 hours Chief Statistical
Approve the Data Specialist
Request and Economic Sector
request for final Statistics Service
approval of
Assistant National
Statistician (ANS)
1. 8 Transmit to None 1 minute Statistician Aide
Office of ANS the Economic Sector
reply letter, Statistics Service
requesteddata
including the
photocopy of
request letter
1. 9 Approve reply None 10 minutes Assistant National
letter and Statistician
requested data Economic Sector
73
 and endorse to Statistics Service
the Assistant
Secretary of
Sectoral Statistics
Office (SSO)
1. 10 Approve reply None 10 minutes Assistant
letter and Secretary of SSO
requested data Economic Sector
and endorse to Statistics Service
National
Statistician (NS)
1. 11 Transmit to None 15 minutes Administrative
Office of NS for Officer II
final approval of Economic Sector
the NS Statistics Service
TOTAL: None 8 hours

Social Sector Statistics Service (SSSS)

1. Request for Printed Copy of Readily Available Unpublished Data
for Walk-in Researcher

1.1 Walk-in researcher needs printed copy of data that are not posted in the PSA
website, but the data is available in the Service.

Office or Division: All Division of SSSS

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Two (2 )Request SSSS Subject Matter Division (SMD)
Form
FEES PROCE
AGENCY PERSON
CLIENT STEPS TO BE SSING
ACTIONS RESPONSIBLE
PAID TIME
1. Register at 1.1 Request the None None Security Guard on
PSA’s researcher to sign Duty
Security at in the Log Book
the 16th Floor 1.2 Assist the None None Security Guard on
researcher to the Duty
Office of the
Assistant National

74
 Statistician
(OANS)
1.3 Assess which None None Assistant
concerned Statistician
division should
handle the
query/data
request
2. Accomplish 2.1 Provide the None 10 Statistician
two copies of researcher with minutes Aide/Administrative
Data Request two (2) copies of Aide
Form Data Request
Form
2.2 Check if all the None 5 Statistician
required minutes Aide/Administrative
information is Aide
provided by the
researcher
2.3 Indicate the None 5 Statistician
release date and minutes Aide/Administrative
time of the Aide
requested data in
the form and
provide one (1)
copy to the
researcher. Inform
the researcher to
present this to get
his/her data
request.
2.4 Hand over the None 1 minute Statistician
other copy of the Aide/Administrative
Data Request Aide
Form to the
concerned
technical staff who
will prepare the
request.
2.5 Prepare the None 2 hours Statistical Analyst
requested data Statistical
and check for Specialist I
correctness and Statistical
completeness Specialist II

2.6 Print and submit None 5 Statistical Analyst

to the Supervisor minutes Statistical
for review and Specialist I
clearance. Statistical
Specialist II

75
 2.7 Review the None 1 hour Senior Statistical
correctness and Specialist
completeness of Supervising
requested data Statistical
Specialist
2.8 Endorse to None 5 Supervising
Division Chief for minutes Statistical
final approval Specialist
2.9 Review/ None 30 Division Chief
Approve the data minutes
request
2.10 Endorse None 5 Supervising
the approved data minutes Statistical
request to Specialist
Supervising
Statistical
Specialist
3. Present the 3.1 Photocopy/ None 15 Statistician
duplicate Scan the minutes Aide/Administrative
copy of the approved/signed Aide
Data Request data request for
Form to get record/filing.
the printed 3.2 Provide the None 1 minute Statistician
copy of the researcher with Aide/Administrative
request the original copy Aide
of the signed data
request
3.3 Record the None 3 Statistician
transaction in the minutes Aide/Administrative
Data Request Log Aide
Book
4. Accomplish 4.1 Require the None 10 Statistician
the researcher to minutes Aide/Administrative
Acknowledge accomplish the Aide
ment Receipt Acknowledgement
Form and Receipt Form and
Feedback Feedback Form
Form 4.2 Provide ONS- None None* Statistician
KMCD with the Aide/Administrative
Data Request Aide
Form,
Acknowledgement
Receipt Form and
Feedback Form

76
 4.3 File the None None* Statistician
following: Aide/Administrative
• Data Request Aide
Form
• Acknowledgement
Receipt Form
• Signed copy of the
data request
(photocopy)
• Feedback Form
Total None 4 hours and 35 minutes

2. Request for an Electronic Copy of Readily Available

Unpublished Data

Walk-in researcher needs soft copy of data that are not posted in the PSA website,
but the data is available in the Service.

Office or Division: All Divisions of SSSS

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished two (2) Data SSSS Subject Matter Division (SMD)
Request Form
PROCES
AGENCY FEES TO PERSON
CLIENT STEPS SING
ACTIONS BE PAID RESPONSIBLE
TIME
1. Register at 1.1 Request the None None Security Guard on
PSA’s Security researcher to Duty
th
16 Floor sign in the Log
Book
1.2 Assist the None None Security Guard on
researcher to Duty
the Office of
the Assistant
National
Statistician
(OANS)
1.3 Assess None None Assistant
which Statistician
concerned
division
should handle

77
 the query/data
request
2. Accomplish 2.1 Provide the None 10 Statistician
two copies of researcher minutes Aide/Administrative
Data Request with two Aide
Form copies of Data
Request Form
2.2 Check if all None 5 minutes Statistician
the required Aide/Administrative
information is Aide
provided by
the researcher
2.3 Indicate the None 5 minutes Statistician
release date Aide/Administrative
and time of Aide
the requested
data in the
form and
provide one
copy to the
researcher.
Inform the
researcher to
present this to
get his/her
data request.
2.4 Hand over None 1 minute Statistician
the other copy Aide/Administrative
of the Data Aide
Request Form
to the
concerned
technical staff
who will
prepare the
request.
2.5 Prepare the None 2 hours Statistical Analyst
requested Statistical Specialist
data and I
check for Statistical Specialist
correctness II
and
completeness
.
2.6 Print and None 5 minutes Statistical Analyst
submit to the Statistical Specialist
Supervisor for I
review and Statistical Specialist
clearance. II

78
 2.7 Review the None 1 hour Senior Statistical
correctness Specialist
and Supervising
completeness Statistical Specialist
of requested
data.
2.8 Endorse to None 5 minutes Supervising
Division Chief Statistical Specialist
for final
approval.
2.9 Review/ None 30 Division Chief
Approve the minutes
data request
2.10 Endorse None 5 minutes Supervising
the approved Statistical Specialist
data request
to Supervising
Statistical
Specialist
2.11 Send the None 5 minutes Statistical Analyst
e-copy of the Statistical Specialist
data request I
to the email Statistical Specialist
address of the II
researcher
indicated in
the Data
Request
Form,
including the
Acknowledge
ment Receipt
Form and
Feedback
Form.
3. Present the 3.1 Photocopy/ None 15 Statistician
duplicate copy Scan the minutes Aide/Administrative
of the Data approved/sign Aide
Request Form ed data
to get the request for
printed copy of record/filing.
the request. 3.2 Provide the None 1 minute Statistician
researcher Aide/Administrativ
with the e Aide
original copy
of the signed
data request

79
 3.3 Record the None 3 minutes Statistician
transaction in Aide/Administrativ
the Data e Aide
Request Log
Book
4. Accomplish the 4.1 Require the None 10 Statistician
Acknowledgem researcher to minutes Aide/Administrativ
ent Receipt accomplish e Aide
Form and the
Feedback Acknowledge
Form ment Receipt
Form and
Feedback
Form
4.2 Provide None None* Statistician
ONS-KMCD Aide/Administrativ
with the Data e Aide
Request
Form,
Acknowledge
ment Receipt
Form and
Feedback
Form
4.3 File the None None* Statistician
following: Aide/Administrativ
• Data Request e Aide
Form
• Acknowledge
ment Receipt
Form
• Signed copy
of the data
request
(photocopy)
• Feedback
Form
Total None 4 hours and 40 minutes

80
 3. Request for Electronic Copy of Readily Available Unpublished
Data Thru Email

The researcher sent through email the request for data that are unpublished in the
PSA website, but the data is available in the Service.

Office or Division: All Divisions of SSSS

Classification: Simple
Type of Transaction: Government-to-Citizen (G2C)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Request Letter Addressed to
CLAIRE DENNIS S. MAPA,
Ph.D.
Undersecretary
National Statistician and Civil
Registrar General
8/F CRS Building
PSA Complex, East Ave.,
Diliman, Quezon City 1101
2. Accomplished Data Request Concerned Subject Matter Division (SMD)
Form
FEES
PROCESSI PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
NG TIME RESPONSIBLE
PAID
1. Send request 1.1 Acknowledge None 5 minutes Statistical Analyst
to concerned the email of the Statistical
SMD requester Specialist I
addressed to Statistical
NSCRG Specialist II
1.2 Forward the None 5 minutes Statistical Analyst
email to the Statistical
Division Chief Specialist I
and KMCD to Statistical
inform about the Specialist II
data request
1.3 Assess and None 10 minutes Statistical Analyst
evaluate the Statistical
data request. Specialist I
Statistical
Specialist II

1.4 Prepare the None 2 hours Statistical Analyst

requested data Statistical
and check for the Specialist I
correctness and Statistical
completeness. Specialist II
81
 1.5 Print and submit None 5 minutes Statistical Analyst
to the Supervisor Statistical
for review and Specialist I
clearance. Statistical
Specialist II
1.6 Review the None 1 hour Supervising
correctness and Statistical
completeness of Specialist
requested data.
1.7 Endorse to None 7 minutes Division chief
Division Chief for
final approval.
1.7.1 Review/ None 30 minutes Division Chief
Approve the
Data Request
1.7.2 Approve None 3 minutes Division chief
request data
and send
back to the
technical staff
to be sent to
the
researcher
1.8 Send the e-copy None 3 minutes Statistical Analyst
of the data Statistical
request to the Specialist I
email address of Statistical
the researcher Specialist II
indicated in the
Data Request
Form, including
the
Acknowledgemen
t Receipt Form
and Feedback
Form
2 Researcher 2.1 Acknowledge the None 10 minutes Statistical Analyst
acknowledge feedback of the Statistical
the email and researcher Specialist I
fill up the Statistical
Data Specialist II
Request 3.1Provide the ONS- None None* Statistical Analyst
Form, KMCD the Statistical
including the accomplished Specialist I
Acknowledg Data Request
ement Form, including
Receipt Form the
and Acknowledgemen
t Receipt Form

82
 Feedback and Feedback
Form Form

4.1 Print and file the None None* Statistician

following: Aide/Administrativ
• Data Request e Aide
Form
• Acknowledge
ment Receipt
Form
• Signed copy
of the data
request
(photocopy)
• Feedback
Form
Total None 4 hours and 18 minutes

4. Request for data readily available at PSA website

Data request of walk-in researchers are available in PSA website.

Office or Division: OANS

Classification: Simple
Type of Transaction: Government-to-Citizen (G2C)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished two (2) Data Request PSA Subject Matter Division (SMD)
Form
PROCES
CLIENT FEES TO PERSON
AGENCY ACTIONS SING
STEPS BE PAID RESPONSIBLE
TIME
1. Researcher/ 1.1 Request the None None Security guard on
data researcher to sign duty
requester in the logbook
proceed to 1.2 Assist the None None Security guard on
the lobby researcher to the duty
area and Office of the
sign the Assistant National
guard’s Statistician (OANS)
logbook 1.3 Assess the None 20 Administrative
researcher’s data minutes Assistant III
request
83
2. Accomplish 2.1 Provide the None 5 minutes Administrative
two (2) Data researcher with the Assistant III
Request data request form
form 2.2 Check if all the None 5 minutes Administrative
required Assistant III
information in the
Data Request form
were provided
2.3 Refer the None 5 minutes Administrative
researcher to Assistant III
concerned SMD
2.4 Assist the None 5 minutes Statistical Analyst
researcher Statistical
regarding the data Specialist I
request Statistical
Specialist II
2.5 Search the data in None 30 Statistical Analyst
PSA website minutes Statistical
Specialist I
Statistical
Specialist II
2.6 Write down in the None 5 minutes Statistical Analyst
duplicate copy of Statistical
data request form Specialist I
the website link Statistical
where the data is Specialist II
available
3 Accomplish 3.1Require the None 10 Statistician
the Data researcher to minutes Aide/Administrati
Request accomplish two (2) ve Aide
Form, Data Request Form
Acknowledg and the
ement Acknowledgement
Receipt Receipt form and
Form and Feedback form
Feedback 3.2 Provide ONS- None None* Statistician
Form KMCD with the Data Aide/Administrati
Request Form ve Aide
(Student Research
/Thesis),Acknowled
gement Receipt
Form and Feedback
Form

84
 3.3File the Following: None None* Statistician
• Data Request Aide/Administrati
Form ve Aide
• Acknowledgeme
nt Receipt Form
• Signed Copy of
the data request
(photocopy)
• Feedback form
Total None 1 hour and 25 minutes

5. Request for data readily available at PSA website through email

The researcher sent through email the request for data that are published in the
PSA website.

Office or Division: All Divisions of SSSS

Classification: Simple
Type of Transaction: Government-to- Citizen(G2C)
Who may avail: All
CHECKLIST OF REQUIREMENTS
1. Request Letter Addressed to
CLAIRE DENNIS S. MAPA, Ph.D.
Undersecretary
National Statistician and Civil
Registrar General
8/F CRS Building
PSA Complex, East Ave., Diliman,
Quezon City 1101

2. Accomplished Data Request Concerned Subject Matter Division (SMD)

Form
FEES
CLIENT PROCESSI PERSON
AGENCY ACTIONS TO BE
STEPS NG TIME RESPONSIBLE
PAID
1. Send 1.1 Acknowledge the None 5 minutes Statistical Analyst
request to email from the Statistical
the SMD requester Specialist I
addresse Statistical
d to Specialist II
NSCRG 1.2 Forward the email to None 5 minutes Statistical Analyst
the Division Chief Statistical
and KMCD to inform Specialist I
about the data Statistical
request Specialist II
1.3 Assess and evaluate None 1 hour Statistical Analyst
the data request.

85
 Statistical
Specialist I
Statistical
Specialist II
Supervising
Statistical
Specialist
1.4 Search the data in None 30 minutes Statistical Analyst
PSA website Statistical
Specialist I
Statistical
Specialist II
1.5 Write down in the None 5 minutes Statistical Analyst
duplicate copy of Statistical
data request form the Specialist I
website link where Statistical
the data is available Specialist II
2. Research 2.1Acknowledge the None 5 minutes Statistical Analyst
er feedback of the Statistical
acknowle researcher Specialist I
dge the Statistical
email and Specialist II
fill up the a. Provide the ONS- None None* Statistician
Data KMCD the Aide/Administrativ
Request accomplished Data e Aide
Form, Request Form,
including including the
the Acknowledgement
Acknowle Receipt Form and
dgement Feedback Form
Receipt 2.2 File the Following: None None* Statistician
Form and • Data Product Aide/Administrativ
Feedback Form (Student e Aide
Form Research /Thesis)
• Acknowledgement
Receipt Form
• Signed Copy of the
data request
(photocopy)
• Feedback form
Total None 1 hour and 50 minutes

86
6. Request for Printed Copy of Available Unpublished Data but need
additional process to provide the data for Walk-in Researchers

The walk-in researcher needs printed copy of specific data output thatrequires
more time to generate. Therequested data are not posted in the PSA website but
available in the Service.

Office or Division: Office of the Assistant National Statistician

Classification: Complex
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form SSSS Subject Matter Division (SMD)
PROCES PERSON
AGENCY FEES TO
CLIENT STEPS SING RESPONSIB
ACTIONS BE PAID
TIME LE
1. Register at 1.1 Request the None None Security
PSA’s researcher to Guard on
Security sign in the Log Duty
th
16 Floor Book
1.2 Assist the None None Security
researcher to the Guard on
Office of the Duty
Assistant
National
Statistician
(OANS)
1.3 Assess which None None Assistant
concerned Statistician
division should
handle the
query/data
request
2. Accomplish 2.1 Provide the None 10 Statistician
two copies researcher with minutes Aide/Admin
of Data two (2) copies of istrative
Request Data Request Aide
Form Form
2.2 Check if all the None 5 minutes Statistician
required Aide/Admin
information are istrative
provided by the Aide
researcher
2.3 Indicate the None 5 minutes Statistician
release date and Aide/Admin
time of the istrative
requested data in Aide
87
 the form and
provide one (1)
copy to the
researcher.
Inform the
researcher to
present this to get
his/her data
request.
2.4 Hand over the None 3 minutes Statistician
other copy of the Aide/Admin
Data Request istrative
Form to the Aide
concerned
technical staff
who will prepare
the request.
2.5 Prepare and None 4 Days Statistical
analyze the Analyst
requested data Statistical
base on the Specialist I
specific output Statistical
needed by the Specialist II
requester and Senior
check for Statistical
correctness and Specialist
completeness
2.6 Print and submit None 5 minutes Statistical
to the Supervisor Analyst
for review and Statistical
clearance. Specialist I
Statistical
Specialist II
2.7 Review the None 3 hours Supervising
correctness and Statistical
completeness of Specialist
requested data
according to the
researchers
requested output.
2.8 Endorse to None 5 minutes Supervising
Division Chief for Statistical
final approval. Specialist
2.9 Review/ None 2 hours Division Chief
Approve the data
request
3. Present the 3.1 Photocopy/ None 15 Statistician
duplicate Scan the minutes Aide/Admin
copy of the approved/signed

88
 Data data request for istrative
Request record/filing. Aide
Form to get 3.2 Provide the None 3 minutes Statistician
the printed researcher with Aide/Admin
copy of the the original copy istrative
request of the signed data Aide
request
3.3 Record the None 3 minutes Statistician
transaction in the Aide/Admin
Data Request istrative
Log Book Aide
4. Accomplish 4.1 Require the None 10 Statistician
the researcher to minutes Aide/Admin
Acknowled accomplish the istrative
gement Acknowledgeme Aide
Receipt nt Receipt Form
Form and and Feedback
Feedback Form
Form 4.2 Provide ONS- None None* Statistician
KMCD with the Aide/Admin
Data Request istrative
Form, Aide
Acknowledgeme
nt Receipt Form
and Feedback
Form
4.3 File the None None* Statistician
following: Aide/Admin
istrative
• Data Request Aide
Form
• Acknowledgeme
nt Receipt Form
• Signed copy of
the data request
(photocopy)
• Feedback Form
Total None 4 Days 6 hours and 19

89
7. Request for Electronic Copy of Available Unpublished Data which
need additional process to provide the data for Walk-in
Researchers

The walk-in researcher requests for a specific data output in e-copy that requires
more time to generate the requested data that are not posted in the PSA website,
but available in the Service.

Office or Division: Office of the Assistant National Statistician

Classification: Complex
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished Data Request Form SSSS Subject Matter Division (SMD)
PERSON
FEES TO PROCESSI
CLIENT STEPS AGENCY ACTIONS RESPONSI
BE PAID NG TIME
BLE
1. Register at 1.1 Request the None None Security
PSA’s researcher to sign Guard on
Security in the Log Book Duty
16th Floor
1.2 Assist the None None Security
researcher to the Guard on
Office of the Duty
Assistant National
Statistician (OANS)
1.3 Assess which None None Assistant
concerned division Statistician
should handle the
query/data request
2. Accomplish 2.1 Provide the None 10 minutes Statistician
two copies researcher with two Aide/Admin
of Data (2) copies of Data istrative
Request Request Form Aide
Form 2.2 Check if all the None 5 minutes Statistician
required Aide/Admin
informationareprov istrative
ided by the Aide
researcher
2.3 Indicate the None 5 minutes Statistician
release date and Aide/Admin
time of the istrative
requested data in Aide
the form and
provide one (1)
copy to the
researcher. Inform
90
 the researcher to
present this to get
his/her data
request.
2.4 Hand over the None 3 minutes Statistician
other copy of the Aide/Admin
Data Request istrative
Form to the Aide
concerned
technical staff who
will prepare the
request.
2.5 Prepare and None 4 Days Statistical
analyze the Analyst
requested data Statistical
base on the Specialist I
specific output Statistical
needed by the Specialist II
requester and Senior
check for Statistical
correctness and Specialist
completeness.
2.6 Print and submit None 5 minutes Statistical
to the Supervisor Analyst
for review and Statistical
clearance. Specialist I
Statistical
Specialist II
2.7 Review the None 3 hours Supervisin
correctness and g Statistical
completeness of Specialist
requested data
according to the
researchers
requested output.
2.8 Endorse to None 5 minutes Supervisin
Division Chief for g Statistical
final approval. Specialist
2.9 Review/ Approve None 2 hours Division
the data request Chief

2.10 Endorse the 15 minutes Supervisin

approved data g Statistical
request to Specialist
Supervising
Statistical
Specialist

91
 2.11 Send the e-copy None 3 minutes Supervisin
of the data request g Statistical
to the email Specialist
address of the
researcher
indicated in the
Data Request
Form, including the
Acknowledgement
Receipt Form and
Feedback Form.
3. Present the 3.1 Photocopy/ Scan None 3 minutes Statistician
duplicate the Aide/Admin
copy of the approved/signed istrative
Data data request for Aide
Request record/filing.
Form to get 3.2 Provide the None 10 minutes Statistician
the printed researcher with the Aide/Admin
copy of the original copy of the istrative
request signed data Aide
request
3.3 Record the None 10 minutes Statistician
transaction in the Aide/Admin
Data Request Log istrative
Book Aide
4. Accomplish 4.1 Require the None 5 minutes Statistician
the researcher to Aide/Admin
Acknowled accomplish the istrative
gement Acknowledgement Aide
Receipt Receipt Form and
Form and Feedback Form
Feedback 4.2 Provide ONS- None None* Statistician
Form KMCD with the Aide/Admin
Data Request istrative
Form, Aide
Acknowledgement
Receipt Form and
Feedback Form
4.3 File the following: None None* Statistician
• Data Request Aide/Admin
Form istrative
• Acknowledgement Aide
Receipt Form
• Signed copy of the
data request
(photocopy)
• Feedback Form
Total None 4 Days 6 hours and 19
minutes
92
8. Request for Electronic Copy of Available Unpublished Data which
need additional process through Email from KMCD

The request for data that are not posted in the PSA website but available in the
Service is forwarded by KMCD through email. The researcher needs a specific
data output in e-copy that requires more time to generate/provide.

Office or Division: All Divisions of SSSS

Classification: Complex
Type of Transaction: Government-to- Government (G2G)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Request Letter Addressed to
CLAIRE DENNIS S. MAPA, Ph.D.
Undersecretary
National Statistician and Civil Registrar
General
8/F CRS Building
PSA Complex, East Ave., Diliman,
Quezon City 1101

2. Accomplished Data Request Form Concerned Subject Matter Division

(SMD)
PROCE PERSON
CLIENT FEES TO
AGENCY ACTIONS SSING RESPONSIB
STEPS BE PAID
TIME LE
1. Send 1.1. Acknowledge the email None 5 Statistical
request to from KMCD minutes Analyst
the SMD Statistical
addressed to Specialist I
NSCRG Statistical
Specialist II
1.2 Forward the email to the None 5 Statistical
Division Chief to inform minutes Analyst
about the data request Statistical
Specialist I
Statistical
Specialist II
1.3 Assess and evaluate the None 1 hour Division Chief
data request
1.4 Assign technical staff to None 30 Division Chief
prepare the requested minutes
data
1.5 Prepare the requested None 4 days Statistical
data and check for the Analyst
correctness and Statistical
completeness Specialist I
93
 Statistical
Specialist II
1.6 Print and submit to the None 5 Statistical
Supervisor for review minutes Analyst
and clearance Statistical
Specialist I
Statistical
Specialist II
1.7 Review the correctness None 3 hours Supervising
and completeness of Statistical
requested data and reply Specialist
letter
1.8 Endorse to Division None 7 Supervising
Chief for final approval minutes Statistical
Specialist
1.9 Review/Approve the None 2 hours Division Chief
data request
1.9.1 Approve the e- None 3 Division Chief
copy of data send minutes
back to the
technical staff to be
sent to KMCD
1.10 Send the Approved Reply None 3 Statistical
letter and data to KMCD minutes Analyst
Statistical
Specialist I
Statistical
Specialist II
Total None 4 Days 6 hours and 58
minutes

94
 CIVIL REGISTRATION AND CENTRAL SUPPORT OFFICE

Finance and Administrative Service

1. Processing of Permanent/Regular Employee Monthly Payroll
for Central Office

Office or Division: Finance and Administrative Service

Classification: Complex
Type of Transaction: G2G – Government to Government
Who may avail: PSA Central Office regular officials and employees

Remittances Human Resources Division

FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
1.Receipt and Prepare payroll
control of signed
payrolls 1.1. Update Salary,
Location, Membership 2 hours
to PSEMCO, USE, None
Provident Fund Administrative
• Salary Assistant II
• Payroll group Administrative
• Provident Fund Officer IV
Membership
• PSEMCO
Membership
USE Membership
1.2. Compute/
Generate/Append
appropriate Taxes,
Premium Payments for Administrative
GSIS, USE, Provident Assistant II
Fund, PhilHealth None 1 hour Administrative
• Tax Officer IV
• PhilHealth
• Pag-IBIG
• GSIS
• USE
Provident Fund
1.3. Encode loan
deductions (GSIS,
Provident Fund, Pag- Administrative
IBIG, Land Bank) Officer IV
95
 • Pag-IBIG None 5 hours Administrative
• LWOP Assistant II
• GSIS
• LandBank Loan
Other Deduction
1.4. Extract net pay Administrative
before PSEMCO Officer IV
deductions and e-mail to None 30 minutes Administrative
PSEMCO for billing Assistant II
1.5. Recompute/ Upload Administrative
USE deductions to HRD Officer IV
Payroll System None 1 hour Administrative
Assistant II
1.6. Print the monthly None 1 day Administrative
payrolls Officer IV
Administrative
Assistant II
Administrative
Aide VI
1.7 Print the Remittance Administrative
Reports Officer IV
Administrative
None 2 hours Assistant II
Administrative
Aide VI
1.8. Sort and initial the Administrative
monthly payrolls Officer IV
None 1 hour Administrative
Assistant II
1.9. Review and sign the Chief
payrolls None 1 hour Administrative
Officer
1.10. Create Payroll Administrative
Credit System Officer IV
Validation (PACSVAL) None 30 minutes Administrative
Assistant II
1.11. Create/ Save Administrative
Offline Backup and SNP Officer IV
files None 1 hour Administrative
Assistant II
1.12. Release to Budget Receipt and
Division None 10 minutes Control
1.13. Receive complete
set of payrolls None 10 minutes Receipt and
Control
1.14. Assign Obligation
Request Status (ORS)
of complete set of None 1 day Administrative
payrolls and print ORS Officer IV
96
1.15. Review and sign Chief Budget
ORS and forward to Office/Officer-
FAS-OANS for signature None 10 minutes in-Charge
Budget
Division
1.16. Receive ORS and Receipt and
complete set of None 10 minutes Control (FAS-
payrolls OANS)
1.17. Review and sign Assistant
ORS None 10 minutes National
Statistician
FAS
1.18. Forward to None 10 minutes OANS-FAS Staff
Accounting Division
1.19. Receive complete Receipt and
set of payrolls None 10 minutes Control
(Accounting
Division)
1.20. Assign payroll Receipt and
number None 1 day Control
Accounting
Division
1.21. Verify attachments
and computations in the None 5 days Administrative
payroll Officer II
1.22. Signing of payrolls Chief
by the Chief Accountant None 1 day Accountant
1.23. Forward to OANS- Assistant
FAS for approval None 10 minutes National
Statistician
FAS
1.24. Receive payrolls OANS-FAS
None 10 minutes staff
1.25. Sign payrolls Assistant
None 1 day National
Statistician
FAS
1.26. Forward to Administrative
Cashier Section None 10 minutes Officer V
Cashier
Section
1.27. Sign payrolls Administrative
None 1 day Officer V
Cashier
Section
1.28. Prepare and sign Administrative
ADA None 4 hours Officer V
Cashier
Section
97
1.29. Forward signed Receipt and
ADA to Accounting None 10 minutes Control
Division (Cashier
Section)
1.30. Receive signed None 10 minutes Receipt and
ADA Control
(Accounting
Division)
1.31. Sign ADA None 10 minutes Chief
Accountant/Offi
cer-in-Charge
Accounting
Division
1.32. Forward ADA to None 10 minutes Receipt and
OANS-FAS for approval Control
(Accounting
Division)
1.33. Receive signed None 10 minutes OANS-FAS
ADA Staff
1.34. Approve ADA Assistant
None 10 minutes National
Statistician
1.35. Forward approved
ADA to Cashier Section None 10 minutes OANS-FAS
Staff
1.36. Transmit approved Administrative
ADA to Landbank None 2 hours and Officer V
10 minutes Cashier
Section
1.37. Clear credited
ADA to payroll account None 1 day Landbank
TOTAL : None 15 days

98
 2. Processing of Contract of Service Worker (COSW) Bi-monthly
Payrolls
Office or Division: Finance and Administrative Service
Classification: Complex
Type of Transaction: G2C – Government to Client
Who may avail: Contract of Service Workers (COSW)

Accomplishment Report Concerned Division of COSW

Alternative Logbook of Attendance (ALBA) Concerned Division of COSW
Authority to Transact Business (ATRB) Concerned Division of COSW
Special Order (SO) Concerned Division who initiated the training
Certificate of Appearance Concerned Division who initiated the training
Attendance Sheet Concerned Division who initiated the training
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
1. Receive Daily 1.1. Extract DTR data Administrative
Time Records from biometric machine Assistant V
(DTRs) of Central Office None 4 hours Administrative
(including travel time) Aide VI
Human
Resources
Division
1.2. Email DTR to Administrative
respective COSW None 4 hours Assistant V
Payroll Focal Person Human
Resources
Division
2. Print the received
DTR and prepare
duly signed None 1 day
necessary COSW Payroll
attachments such Focal Person
as:
• Accomplishment
Report
• Alternative Logbook
of Attendance
(ALBA)
• Authority to
transact Business
(ATRB)
• Special Order (SO)
Certificate of
appearance /
Attendance Sheet
3. Collate and check
for completeness of None 2 days

99
payroll attachment COSW Payroll
for signature of Focal Person
Immediate
Supervisor and
Division Chief
4. Transmit payroll 4.1. Encode received
with necessary payroll from COSW for None Receipt and
attachments to the monitoring purposes Control
Accounting Division Accounting
(AD) 1 day Division
4.2. Check the
documentary
requirements as to the
following: Accounting
• COSW Daily Rate None Division’s
according to contract Payroll
• Computation of daily processors
amount based on Daily
Time Record and
Accomplishment
Report
Other necessary
attachments
4.3. Review and sign None Chief
COSW payroll Accountant/Offic
er-in-Charge
Accounting
Division
4.4 Encode outgoing None Receipt and
COSW payroll for Control
monitoring purposes Accounting
and forward to the Division
Budget Division (BD)
4.5 Encode received None Receipt and
payroll from AD for 4 hours Control Budget
monitoring purposes Division
4.6 Process the None Administrative
following: Assistant
• Obligation Request Budget Division
and Status (ORS) for
COSW Payroll
• COSW payroll
4.7 Process COSW None Administrative
Payroll with Officer IV
corresponding Budget Division
Obligation Request and
Status (ORS)
4.8 Review and sign None Chief
COSW payroll and ORS Administrative
100
 Officer/Officer-
in-Charge
Budget Division
4.9 Encode outgoing None
COSW payroll for Receipt and
monitoring purposes Control
and forward to Cashier Budget Division
Section
4.10 Receive and
encode COSW payroll None 1 day Receipt and
and signed ORS from Control
Budget Division for Cashier Section
monitoring purposes
4.11 Prepare Advice to None Administrative
Debit Account (ADA) Officer V
and route to AD for Cashier Section
signature
4.12 Review and sign None Chief
ADA and forward to Administrative
FAS-OANS Officer
(Accounting
Division)
4.13 Sign ADA and None Assistant
forward to Cashier National
Section for transmittal to Statistician for
Landbank FAS
4.14 Receive signed None Administrative
ADA and transmit to Officer V
Landbank for crediting (Cashier
Section)
4.15 Clear credited ADA None 1 day Landbank
to COSW bank account
TOTAL: None 7 days and 4
hours

101
 3. Payment of Utilities

Office or Division: Finance and Administrative Service

Classification: Complex
Type of G2B – Government to Business
Transaction:
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Disbursement Voucher(Original – 4 General Services Division
copies)
Obligation Request and Status Budget Division
(Original – 3 Copies)
Annex “B” Certification on Required General Services Division
Pertinent Documents for DV
Billing or Statement of Account General Services Division
Summary List of Account No. General Services Division
Certification, if applicable General Services Division
FEES TO PROCESSI PERSON
CLIENT STEPS AGENCY RESPONSIBLE
BE PAID NG TIME
ACTIONS
1. Submit Billing 1.1 Receive and Administrative
Statement screen details of Assistant II
the billing None 15 minutes Administrative
statement Assistant V
Administrative
Assistant II
1.2 Prepare Administrative
monthly Assistant II
consumption None 2 days Administrative
report and Assistant V
Summary of Administrative
trips completed Assistant II
as attachment
for DV
1.3 Prepare and None 4 hours Unit Head
endorse Electrical and
Disbursement Maintenance Unit
Voucher (DV) and
attach supporting
documents
2.1. Prepare ORS None 3 hours Administrative
2. Budget Division Officer IV

102
Received DV 2.2. Transmit to None 10 minutes Budget Division
FAS-OANS for Staff
signature
2.3. Sign ORS None 10 minutes ANS
3. Forward the 3. Process DV
Copies 1 -4 of
Disbursement 3.1. Receive Receiving/Releasing
Vouchers (DVs), Copies 1-4of Staff/Administrative
supporting DV, SDsand None 5 minutes Assistant III
documents (SDs) Copy 1 of ORS Accounting Division
and Copy 1 of from the Budget
Obligation Request Division/Unit
and Status (ORS)
to the Accounting 3.2 Check Receiving/Releasing
Division/Unit for completeness of None 5 minutes Staff/Administrative
processing. SDs based on Assistant III
thechecklist. Accounting Division

3.3 If Receiving
incomplete, None 5 minutes /Releasing Staff/
return to the Administrative
party Assistant III
concerned for Accounting Division
compliance

3.4 If complete, Receiving/Releasing

stamp None 5 minutes Staff/Administrative
“Received” and Assistant III
indicate date of Accounting Division
receipt and
initial on the
stamped
“Received”
portion of the
DV.
3.5 Assign DV None 5 minutes Receiving/Releasing
number and Staff/Administrative
record in the Assistant III
logbook the DV Accounting Division
number and
date,
creditor/payee,
particular and
amount
3.6 Forward None 5 minutes Receiving/Releasing
Copies 1-4 of DV, Staff/
SDs and Copies Administrative
2-3 of ORS to Assistant III
103
Processing Staff Accounting
Division
3.7 Review DV None 1 hour Processing Staff /
for Administrative
completeness Assistant III/
and propriety of Administrative
SDs Assistant II
Accounting Division
3.8 If incomplete, Receiving
return to the party None 1 hour /Releasing Staff/
concerned for Administrative
compliance. Assistant III
Accounting
Division
3.9 Verify ORS None 15 Processing Staff
against DV. If the minutes Administrative ssing
amount in the Staff /
ORS and same Assistant III/
proceeds to 1.6 Administrative
Assistant II
Accounting Division
3.10 If the None 20 Accounting
amount in the minutes Division/
ORS and DV Accountant I
differ,
Prepares NORSA
in
three copies
and signs the
“Prepared By”
portion.
3.11. Forwards None 15 Accounting Division/
copies 1 – 3 of minutes Processing Staff /
NORSA, Administrative
Copies 1 – 4 of Assistant III/
DV, Copies 2 – Administrative
3 of ORS Assistant II
and SDs tothe
Head of
Accounting
Division for
approval of
NORSA
3.12. Signs the None 30 Accounting Division/
“Approved by” minutes Head ofAccounting
portion ofthe Unit/ Authorized
NORSA. Representative

104
3.13 Records in None 20 Accounting
the logbook the minutes Division/Receiving
return of Copies /Releasing Staff/
1 -3 of NORSA, Administrative
Copies 1 – 4 of Assistant III
DV, Copies2 – 3
of ORS and SDs
to the Budget
Division for
correction of
Obligation

3.14 Receives None 5 minutes Accounting

Copies 2 – 3of Division/Receiving
NORSA, /Releasing Staff/
Copies 1 – 4 of Administrative
DV, Copies2 – 4 Assistant III
of ORS
and SDs
3.15 Forwards None 5 minutes Accounting Division/
Copies 1 – 4of Processing Staff /
DV and SDs, Administrative
Copies2 – 3 of Assistant III/
ORS Administrative
to the Assistant II
Disbursement
Unit Supervisor
forinitial of Box
B of DV.

3.16 Initials in None 1 hour Accounting Division/

BoxB of DV and Disbursement Unit
forwards Copies Supervisor/
1 – 4 of DV and Accountant III
SDs, Copies 2 –
3 of ORS to the
Head of
AccountingUnit
for
signature of
Box B of DV.

105
 3.17. Signs Box None 1 hour Accounting Division/
B of the DV. Head ofAccounting
Forwards the Unit/ Authorized
Documents to Representative
the Receiving/
Releasing
Staff.

3.18 Records None 1 hour

in the logbook Accounting
the release of Division/Receiving
Copies 1 – 4 of /Releasing Staff/
DV and SDs and Administrative
Copies 2 – 3 of Assistant III
ORS to theHead
of Agency or
Authorized
Representative
for approvalof
the DV

4.1 Prepares None 4 hours Administrative Officer

ADA III, Administrative
4. GSD Cash Officer IV
Management Section
Received DV 4.2 Submit ADA None 10 Administrative
to Accounting minutes Assistant II (COSW)
Division for
signature

4.3 Received None 10 Chief Accountant /

Signed ADA minutes Officer-in-Charge
(Accounting Division)
4.4 Sign ADA None 10
minutes
4.5 Forward None 10 Receipt and Control
ADA to OANS- minutes (Accounting Division)
FAS for approval

106
4.6 Receive None 10 OANS-FAS Staff
signed ADA minutes

4.7 Approve None 10 Assistant National

ADA minutes Statistician

4.8 Forward None 10 OAN-FAS Staff

approved ADA Minutes
to Cashier
Section

4.9 Transmit None 2 hours Administrative Officer

approved ADA and 10 V (Cashier Section)
to Landbank minutes

4.10 Clear None 1 day Landbank

credited ADA to
supplier’s
account

TOTAL: None 3 days 22

hours 15
minutes

107
 Human Resources Division

1. Issuance of Certificate of Employment

A Certificate of Employment is issued by Human Resources Division (HRD) upon

request of concerned PSA employees for various purposes. It contains the status of
employment of an employee and his/her current position and station. Upon request, it
may also include the monthly or annual compensation of the employee.

Office or Division: CRCSO-FAS-HRD

Classification: Simple
Type of G2G – Government to Government
Transaction:
Who may avail: PSA regular officials and employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Filled up HR Form No. 01 (for Human Resources Division
personal filing) or email request (if (HRD)/Official Email Address
personnel cannot file personally) (hrd.staff@psa.gov.ph)

2. Authorization letter (hard copy or Requesting client

soft copy sent through email)
addressed to the HRD Chief or HRD
Officer (if not personally filed)
FEES
TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE TIME RESPONSIBLE
PAID
1. Request for 1.1 Evaluate the None 10 minutes Administrative
Certificate of request form or Assistant III
Employment authorization letter if
completely signed
If filed
personally, 1.2 Route the request None 10 minutes Administrative
accomplish to the HR officer Assistant III
and submit in charge of the
HR Form No. Certificate of
01 the receipt Employment
and control (COE)
desk of the 1.3 Evaluate the None 20 minutes HR Officer
HRD (Client request, access
can wait from data and print the
two (2) hours COE
to three (3)
hours) 1.4 Review and route None 10 minutes HR Officer
the COE to the
Office of the
108
 If not filed Division Chief
personally, (ODC)/Authorized
request Officer for
through email signature
addressed to 1.5 Review and sign None 10 minutes Division Chief
HRD Chief or the COE and or Designated
HRD Officer forward to the Officer-in-
Releasing Clerk Charge
1.6 Scan the COE None 10 minutes Administrative
for records and Assistant III or
control purposes Releasing Clerk

1.7 Prepare None 10 minutes Administrative

transmittal if Assistant III
request is for
mailing or release
the COE to the
requesting
employee.
2. Receive the 2. Issue feedback None 5 minutes Administrative
COE and fill form for Assistant III
out the accomplishment of
feedback the client or
form authorized personnel
3. Submit 3. Forward the None 5 minutes Administrative
accomplished submitted Assistant III
feedback accomplished
form feedback form to
the designated
HR Officer.
TOTAL: None 1 hour and
30 minutes

109
2. Processing of Leave Application

Leave of absence is generally a right granted to PSA officials and employees not to
report for work with or without pay as may be provided by law and rules and regulations
prescribed by CSC.

Office or Division: CRCSO-FAS-HRD

Classification: Complex
Type of G2G – Government to Government
Transaction:
Who may avail: PSA regular employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Civil Service Commission (CSC) Form Downloadable at PSA Net and CSC
6 (Leave Application Form) Website
FEES PERSON
CLIENT PROCESSING
AGENCY ACTIONS TO BE RESPONSIBL
STEPS TIME
PAID E
1. Submit 1.1 Receive, record None 10 minutes Administrative
personally and forward the leave Assistant III
the application form to
accomplish the designated
ed CSC processor
Form 6
(leave 1.2 Retrieve leave None 1 day Administrative
application card from files and Officer IV
form) or determine leave Administrative
Email/send balance Officer II
thru courier
1.3 Encode the None 4 hours Administrative
updated leave Officer IV
balance under Administrative
certification of leave Officer II
(Box 7.A of the leave
application form) and
forward to immediate
officer or next in rank
for review

1.4 Review/Initial and None 1 day Administrative

forward the leave Officer V
application form to
the immediate
supervisor for review
and endorsement to
HRD Chief

110
 1.5 Affix signature on None 1 day Chief
the Certification Administrative
Leave Credits in box Officer
7.A
2. Receive 2. Release the None 1 day Administrative
the signed certified application Assistant III/
application for leave form to the HRD Liaison
for leave client or Officer
form from
HRD (by
client)

Receive Release application

the form to the office
application Secretary
from the
HRD
Liaison
Officer
3. Forward to 3.1 Forward to the None 4 hours Office/Service/
office of the Immediate Division
immediate Supervisor Secretary
supervisor for 3.2 Evaluate and act None 4 hours Supervisor/
appropriate on the application Division Chief/
recommendati (Box 7.B) Unit Head of
on (Box 7.B) the client
3.3 Forward acted None 1 day Administrative
form to the Assistant III
approving official
3.4 Evaluate and act None 2 days ANS/DNS/NS
on the application
form (7.C)
3.5 Release the None 1 day Office/Service/
approved leave Division
application to Administrative
HRD Assistant III
(Secretary)
3.6 Receive, file and None 10 minutes Administrative
sort approved leave Assistant II
application form.
4. Receive 4. Deliver a copy of None 4 hours due to Administrative
from the HRD the approved leave separate Assistant II
Liaison Officer application form to locations
a copy of concerned official or
approved leave employee
application form
TOTAL: None 10 days and
20 minutes

111
 (includes
waiting time)

3. Processing of Foreign Travel Authority

All PSA officials and employees have the right to travel as a fundamental right under
the Constitution pursuant to Section 6, Article III of the 1987 Philippine Constitution.
However, being public servants, such rights is not absolute, and hence, subject to
conditions and restrictions.

Office or Division: CRCSO-FAS-HRD

Classification: Complex
Type of Transaction: G2G – Government to Government
Who may avail: PSA regular employees who will travel abroad on personal
capacity
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter Request for Travel Authority 1. Requesting client
2. Civil Service Commission (CSC) 2. Downloadable at PSA Net and CSC
Form 6 (Leave Application Form) Website
3. If travel is for at least 30 days, Office 3. Downloadable at PSA Net and CSC
Clearance (4 copies) is to be Website
submitted
FEES
AGENCY TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE TIME RESPONSIBLE
PAID
1.Submit the 1.1. Receive and None 10 minutes Administrative
accomplished forward the Assistant III
application for documentary
Foreign Travel requirements
Authority (FTA) for application
of FTA to the
Note: Complete designated
pertinent processor
documents
seven days 1.2. Screen the None 30 minutes Administrative
before the travel completeness Officer IV
of submitted Administrative
supporting Officer II
documents for
FTA
1.3. Prepare FTA None 20 minutes Administrative
Officer II/
Administrative
Officer IV

112
1.4. Review and None 10 minutes Administrative
initial FTA and Officer V
forward to HRD
Chief for
endorsement
1.5. Review and None 4 hours HRD Chief
sign the FTA
and forward to
the Office of
the Assistant
National
Statistician for
Finance and
Administrative
Service
1.6. Review and None 4 hours Assistant
initial FTA and National
endorse to the Statistician for
Office of the FAS
Deputy
National
Statistician for
Civil
Registration
and Central
Support Office
(ODNS-
CRCSO)
1.7. Review and None 1 day Deputy National
initial FTA and Statistician for
endorse to the CRCSO
National
Statistician and
Civil Registrar
for approval
1.8. Review and None 1 day National
sign FTA and Statistician and
route back to Civil Registrar
HRD General
1.9. Receive None 30 minutes Administrative
approved FTA Assistant III -
HRD
1.10 Save a copy for None 30 minutes Administrative
201 file and Officer IV
inform the Administrative
requesting Officer II
client of his/her
approved FTA

113
 2. Receive the 2. Release the FTA None 10 minutes Administrative
FTA from HRD to the client Officer IV
Administrative
Officer II
TOTAL: None 3 days and 2
hours

4. Issuance of Service Record to PSA Regular Officials and Employees

A Service Record (SR) is issued by the Human Resources Division (HRD) upon
request of concerned Philippine Statistics Authority (PSA) employee/s for various
purposes. It is generated from the Human Resource Information System (HRIS)
where employee information is recorded. The SR contains the records of a
government employee in the service from start to present or until
resignation/retirement.

Office or Division: CRCSO-FAS-HRD

Classification: Simple
Type of G2G – Government to Government
Transaction:
Who may avail: PSA regular officials and employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Filled up HR Form No. 01 (for Human Resources Division
personal filing) or email request (if (HRD)/Official Email Address
personnel cannot file personally) (hrd.staff@psa.gov.ph)
2. Authorization letter (hard copy or soft
copy sent through email) addressed to Requesting client
the HRD Chief or HRD Officer (if not
personally filed)
FEES
TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE TIME RESPONSIBLE
PAID
1. Request for 1.1 If personal filing, None 10 minutes Administrative
Service assess the Assistant III
Record request form
and/or
If filed authorization
personally, letter if properly
accomplish filled out and
and submit completely
HR Form No. signed and
01 the receipt forward to person
and control in charge
desk of the

114
HRD (Client If through email,
can wait from acknowledge
two (2) hours receipt of request
to three (3) and forward to
hours) person in charge
1.2 Evaluate the None 15 minutes HR Officer
request, access
If not filed database, and
personally, print the Service
request Record
through email 1.3 Forward the None 5 minutes HR Officer
addressed to Service Record to
HRD Chief or the Office of the
HRD Officer Division Chief
(ODC)/Authorized
Officer for
signature
1.5. Check if the None 10 minutes Administrative
request and/or Assistant III
authorization is
attached to the
printed Service
Record then
forward to the
ODC or
Authorized Officer
for signature

1.6. Review and sign None 10 minutes Division Chief

the Service or Officer-in-
Record and Charge
forward to the
releasing Clerk
1.7. Scan the Service None 5 minutes Administrative
Record or records Assistant III
and control
purposes
1.7 Release signed None 10 minutes Administrative
Service Record to Assistant III
requesting party
through personal
pick-up or through
email

If requested
Service Record
is for mailing,
prepare

115
 transmittal for
shipping
2. Receive SR 2. Issue feedback None 5 minutes Administrative
and fill out the form for Assistant III
feedback accomplishment
form of the client or
authorized
personnel
3. Submit 3. Forward the None 5 minutes Administrative
accomplished submitted Assistant III
feedback accomplished
form feedback form to
the designated
HR Officer.
TOTAL: None 1 hour and
15 minutes

5. Issuance of Service Record to Separated PSA Employees

A Service Record is issued by the Human Resources Division (HRD) upon request of
concerned Philippine Statistics Authority (PSA) employees for various purposes. It is
generated from the Human Resource Information System (HRIS) where employee
information is recorded. A Service Record contains the records of a government
employee in the service from start to present or until separation (i.e. resignation,
transfer, retirement, etc.).

Office or Division: CRCSO-FAS-HRD

Classification: Simple
Type of G2C – Government to Citizen
Transaction:
Who may avail: PSA separated officials and employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Filled up HR Form No. 01 (for Human Resources Division (HRD)/Official
personal filing) or email request (if Email Address (hrd.staff@psa.gov.ph)
personnel cannot file personally)
2. Authorization letter (hard copy or soft Requesting client
copy sent through email) addressed to
the HRD Chief or HRD Officer (if not
personally filed)
FEES
TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE TIME RESPONSIBLE
PAID

116
1. Request for 1.1 If personal None 10 minutes Administrative
Service filing, assess the Assistant III (for
Record request form personal filing)
and/or
If filed authorization Administrative
personally, letter if properly Assistant V (for
accomplish filled out and email requests)
and submit completely signed
HR Form and forward to
No. 01 the person in charge
receipt and
control desk If through email,
of the HRD acknowledge
(Client can receipt of request
wait from and forward to
two (2) person in charge
hours to 1.2 Evaluate the None 8 hours Administrative
three (3) request, retrieve Officer
hours) records from
database or hard Administrative
copies of records Assistant III
If not filed from merged
personally, agency files, and
request print the Service
through Record
email 1.3 Forward the None 5 minutes Chief
addressed Service Record to Administrative
to HRD the Office of the Officer/Authorized
Chief or Division Chief Administrative
HRD Officer (ODC)/Authorized Officer
Officer for
signature
1.4 Check if the None 20 minutes Administrative
request and/or Assistant III
authorization is
attached to the
printed Service
Record then
forward to the
ODC or
Authorized Officer
for signature
1.5 Review and None 20 minutes Division Chief or
sign the Service Officer-in-Charge
Record and
forward to the
releasing clerk
1.6 Scan the None 5 minutes Administrative
signed Service Assistant III

117
 Record for
records and
control purposes

1.7 Release None 20 minutes Administrative

signed Service Assistant III
Record to
requesting party
through personal
pick-up or through
email

If requested
Service Record is
for mailing,
prepare transmittal
for shipping
2. Receive 2. Issue None 10 minutes Administrative
signed feedback form for Assistant III
Service accomplishment
Record and fill of the client or
out the authorized
feedback form personnel
3. Submit 3. Forward the None 10 minutes Administrative
accomplished submitted Assistant III
feedback accomplished
form to the feedback form to
releasing the designated HR
clerk Officer for
monitoring
purposes
TOTAL: None 9 hours and
30 minutes

118
 General Services Division
1. Issuance of Common-Use Supplies and Equipment

Distribution of office supplies and equipment as requested.

Division: General Services Division, Supply Unit

Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: PSA officials, employees and COSWs
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Requisition and Issue Slip (RIS) PSAnet
(3 original copies)
PROCESSI PROCESSI RESPONSIBL
CLIENT STEPS AGENCY ACTIONS
NG FEE NGTIME E PERSON

1. Prepare/submit 1.1 Approve RIS None 4 hours Division Chief

Requisition and GSD
Issue Slip (RIS) 1.2 Receive and None 15 minutes Adminstrative
control approved Officer I
RIS Administrative
Assistant III(4)
2. Receive items 2. Issue available None 45 minutes Administrative
requested common-use Officer I
supplies and Administrative
materials as Assistant III(4)
requested

3. Acknowledge 3. Ensure that the RIS None 30 minutes Administrative

receipt of items has been signed by Officer I
requested the requester Administrative
Assistant III(4)
TOTAL: None 4 hours 30
minutes

119
 2. Issuance of Common-Use Supplies and Equipment (Not
available Supplies and Equipment)

Issuance of Certificate of Non-Availability of Stocks to the requester as

an attachment to the Purchase Request in purchasing needed stocks
from other sources.

Division: General Services Division, Supply Unit

Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: PSA officials, employees and COSWs
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Requisition and Issue Slip (RIS)
PSAnet
(3 original copies)
RESPON
AGENCY PROCESSI PROCESSINGTI
CLIENT STEPS SIBLE
ACTIONS NG FEE ME
PERSON
1. Prepare/submit 1.1 Approve RIS None 4 hours Division
Requisition Chief,
and Issue Slip GSD
(RIS) 1.2 Receive and None 15 minutes Administrative
control Officer I
approved RIS Administr
ative
Assistant
III(4)
1.3 Issue approved None 15 minutes Administrative
Certificate of Officer I
Non-
Availability of
Stocks
TOTAL: None 4 hours and
30 minutes

120
3. Provision of Transportation Service for Outside Metro Manila
For official use of transportation service for PSA officials and employees

Office or Division: General Services Division, Motor Pool Unit

Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: PSA officials, employees and COSWs
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Driver’s Trip Ticket (destination is PSAnet
outsideMetro Manila)
Special Order (with name of the driver and
details about the vehicle)
PROCES PERSON
FEES TO
CLIENT STEPS AGENCY ACTIONS SING RESPONSIBLE
BE PAID
TIME
1. Submit 1.1. Receive and None 5 minutes Admin. Officer II
Driver’s Trip screen details Admin. Asst. IV
Ticket (DTT) of the Admin. Asst. III
to Motor Pool accomplished
Unit/ TAM DTT
Bldg. 1.2. Assign None 1 hour Admin. Officer II
available driver Admin. Asst. IV
and vehicle
1.3 Return DTT to None 4 hours Admin. Officer II
end-user as Admin. Asst. IV
reference in Admin. Asst. III
the
preparation
of Special
Order (SO)
2. Submit 2.1. Receive and None 3 minutes Admin. Officer II
approved SO checkdetails Admin. Asst. IV
with the about the Admin. Asst. III
name of the assigned driver
assigned and the vehicle
driver and 2.2. Review/put None 4 hours Unit Head
details about initialand
the vehicle endorse DTTto
Division Chief
(DC) for
Recommending
Approval
2.3. None 4 hours Division Chief, GSD
Review/endor
seDTT for
Recommendi
 ngApproval

2.4. Approve DTT None 1 day DNS, CRCSO

2.5. Issue None 1 hour Admin. Asst. II
approved DTT (Driver) (2)
to assigned Admin. Aide VI (11)
driver
3. Accomplish 3. Check the None 3 minutes Admin. Asst. II
Passengers’ completeness (Driver) (2)
Satisfaction/D ofentries in
river’s the evaluation Admin. Aide VI (11)
Performance form
Rating
4. Certify 4.1 Ensure that None 3 minutes Admin. Asst. II
correctness of thecertification (Driver) (2)
travel has been signed
completed by the passenger Admin. Aide VI (11)
4.2 Submit duly None 15 Admin. Asst. II
accomplished DTT minutes (Driver) (2)
to the Motor Pool Admin. Aide VI (11)
Unit
TOTAL: None 1 day, 2
hours
and 29
minutes
4. Provision of Transportation Service to PSA Officials and Employee
(Within Metro Manila)

For official use of available transportation service of PSA officials and employees within
Metro Manila.

Office or Division: General Services Division, Motor Pool Unit

Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: PSA officials, employees and COSWs
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Driver’s Trip Ticket (destination is within PSAnet
Metro Manila)

PERSON
CLIENT AGENCY ACTIONS FEES TO PROCESSIN RESPONSIBL
STEPS BE PAID G TIME E

1. Submit 1.1 Receive and None 5 minutes Admin. Officer

Driver’s Trip screen details of II
Ticket the accomplished Admin. Asst.
(DTT) to DTT IV
Motor Pool Admin. Asst. III
Unit/ TAM
Bldg. 1.2 Assign available None 1 hour Admin. Officer
driver and vehicle II
Admin. Asst.
IV

1.3 Review/put initial None 4 hours Unit Head

and endorse DTT
to Division Chief
(DC) for
Recommending
Approval
1.4. Review/endorse None 4 hours Division Chief,
DTT for GSD
Recommending
Approval
1.5. Approve DTT None 1 day DNS, CRCSO

Page 123 of 899

 1.6. Issue approved None 1 hour Admin. Officer
DTT to assigned II
driver Admin. Asst.
IV
Admin. Asst. III

2. Accomplish 2. Check the None 3 minutes Admin. Asst. II

Passengers’ completeness of (Driver) (2)
Satisfaction entries in the Admin. Aide VI
/Driver’s evaluation form (11)
Performanc
e Rating

3. Certify 3.1. Ensure that the None 3 minutes Admin. Asst. II

correctness certification has (Driver) (2)
of travel been signed by Admin. Aide VI
completed the passenger (11)

3.2. Submit duly None 15 minutes Admin. Asst. II

accom-plish DTT (Driver) (2)
to the Motor Pool Admin. Aide VI
Unit (11)

TOTAL: None 2 day 2 hours

and 21
minutes

Page 124 of 899

5. Non-Provision of Transportation Service Due Non-Availability of
Driver and Service Vehicles
Non-availability of transportation service to PSA officials and employees

Office or Division: General Services Division, Motor Pool Unit

Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: PSA officials and employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Driver’s Trip Ticket PSAnet

CLIENT FEES TO PROCESSI PERSON

AGENCY ACTIONS RESPONSIBLE
STEPS BE PAID NG TIME
1. Submit 1.1. Receive, None 5 minutes Admin. Officer II
Driver’s Trip control and screen Admin. Asst. IV
Ticket details of the Admin. Asst. III
(DTT) to accomplished DTT
Motor Pool 1.2. Check given None 15 minutes Admin. Officer II
Unit schedule as Admin. Asst. IV
availability of
driver/vehicle
1.3. If not available, None 10 minutes Admin. Officer II
issue Certificate of Admin. Asst. III
Non-Availability of
Transport Service
(CNTS) as per
request
1.4. Initial and None 4 hours Unit Head
endorse DTT to
Division Chief (DC)
for approval
1.5. Approve CNTS None 4 hours Division Chief,
GSD

1.6. Issue CNTS None 10 minutes Admin. Officer II

Admin. Asst. IV
Admin. Asst. III

2. Retrieve 2. Update log book None 10 minutes Admin. Officer II

CNTS at on the statusof Admin. Asst. IV
Motor Pool request Admin. Asst. III
Unit/
Centris 1

Page 125 of 899

TOTAL: None 8 hours
and 50
minutes

Page 126 of 899

6. Dissemination of Submitted Office Issuances, Memorandums
andAdvisories through the EASyDocs
Uploading in the EASyDocs Office Issuances, Memorandum and Advisories for information
dissemination purposes.

Office or Division: General Services Division, Records Management Section

Classification: Simple
Type of G2G – Government to Government
Transaction:
Who may avail: PSA officials, employees and COSWs
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Office Issuances, Records Management Section, 11th Floor
Memorandums and Advisories Cyberpod One Eton Centris

AGENCY FEES TO PROCESSIN PERSON

CLIENT STEPS RESPONSIBLE
ACTIONS BE PAID G TIME
1. Submit Office 1.1 Receive and None 5 minutes Administrative
Issuances, control Officer I
Memorandum, submitted
Advisories to documents
Records 1.2 Encode None 10 minutes Administrative
Management documents Officer I
Section
1.3 Scan and None 35 minutes Administrative
upload Officer I
submitted
documents
to Electronic
Access
System for
PSA
Documents
(EASyDocs).
1.4 File the None 10 minutes Administrative
submitted Officer I
documents
TOTAL: None
1 hour

Page 127 of 899

7. Purchasing of Public Bidding Documents
Sale and distribution of public bidding documents to prospective bidders

Office or Division: General Services Division, BAC Secretariat

Classification: Simple
Type of Transaction: G2B - Government to Business
Who may avail: Prospective Bidder
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Office Issuances, Memoranda Bids and Awards Committee Secretariat
and Advisories (BAC Sec), 11th Floor Cyberpod One Eton
Centris

CLIENT FEES TO PROCESSI PERSON

AGENCY ACTIONS RESPONSIBLE
STEPS BE PAID NG TIME
1. Fill out 1.1 Receive, check None 10 minutes Admin. Officer II
Public and submit to
Bidding Accounting
Document Division (AD)
(PBD) 1.2 Prepare and None 15 minutes Admin. Officer II
payment approve Order of Div. Chief
form Payment
1.3 Transmit the 10 minutes
approved Order of
Payment to BAC
Sec
1.4 Submit approved None 10 minutes Admin. Officer II
Order of Payment
to Cash
Management
Section for the
preparation of
Official Receipt

Page 128 of 899

2. Pay the 2.1 Receive and check For ABC 15 minutes Admin. Officer II
specific the payment of the P500,000.
amount (in prospective bidder & below =
Philippine P500.00
Peso) More than
based on P500,000
standard up to P1M =
rates stated P1,000.00
in 2016
Revised More than
IRR of RA P1M up to
9184 P5M =
P5,000.00
P5M up to
P10M =
P10,000.00
P10M to
P50 M =
P25,000.00

P50M to
P500M =
P50,000.00

More than
P500M =
P75,000.00

2.2 Issue Official None 10 minutes Admin. Officer II

Receipt (OR)
3. Present OR 3.1 Receive, check None 10 minutes Admin. Officer II
to BAC Sec and secure a copy
of OR, OOP, PBD
payment form for
reference
3.2 Issue PBD None 5 minutes Admin. Officer II
together with
original OR to the
prospective bidder

Page 129 of 899

4. Acknowledg 4. Check and ensure None 5 minutes Admin. Officer II
e/sign the that the
receipt of acknowledgement
Public has been signed
Bidding by the bidder
Documents
in the copy
of BAC Sec
TOTAL: None 1 hour and
30 minutes

Page 130 of 899

8. Facilitation of Room Reservation

Facilitate the provision of function rooms to accommodate participants to meetings,

trainings, workshops and conferences based on prior reservations.

Office or Division: General Services Division – General Administrative Support

Unit
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: PSA officials, employees and COSWs
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Room Reservation Form Head Unit, 11/F., Centris One Eton, Quezon
City
FEES
CLIENT AGENCY ACTIONS PROCESSIN PERSON
TO BE
STEPS G TIME RESPONSIBLE
PAID
1. Submit 1.1 Receive and None 2 minutes Admin. Asst V
Room control of the form Admin. Asst. II
Reservatio 1.2 Check the None 2 minutes Admin. Asst. II
n Form availability of the
through room
fax, email, 1.3 If without None 5 minutes Admin. Asst. II
or hand available room,
carried decline request
and coordinate
with the requester
through
phone/email
1.4 If with available None 5 minutes Admin. Asst. II
room, log and
reserve room/s as
requested;
coordinate with the
requester, then
print the signage
for posting during
the scheduled
meeting
TOTAL: None 14 minutes

Page 131 of 899

9. Issuance of Summary of Property Accountability
Form to PSAEmployees
Verification of property accountabilities of employees and provision of
Summary of Property Accountability Form to PSA employees as
requested.

Office or Division: General Services Division, Property Unit

Classification: Simple
Type of Transaction: G2G – Government to Government

Who may avail: PSA officials, and employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request for Property Accountability PSAnet
Form, email, list of summary GSD-Property Unit
accountability
CLIENT FEES TO PROCESSIN PERSON
AGENCY ACTIONS RESPONSIBLE
STEPS BE PAID G TIME
1. Submit 1.1 Receive, control None 3 minutes Admin. Asst. III
Request of and route to
Summary designated
Property Property Unit staff
Accountabi (Office/
lity Form Service/Regional
Office/Provincial
Office)
1.2 Designated None 15 minutes Admin. Officer
Property Unit staff III
to verify from the Admin. Asst. IV
Legacy Systems: Admin. Asst. III
1.2.1 Property and
Equipment
Inventory
and Tracking
System
(PEITS);
1.2.2 Inventory of
Custodian
Slip(Semi-
Expendable);
and
1.2.3 Asset
Tracking
System
(ATS)

1.3 Print the None 1 – 3 minutes Admin. Officer II

Summary of Admin. Asst. IV
Property
Accountability of
the employee
1.4 Sign the printed None 1 minute Admin. Officer
Summary of III
Property Admin. Asst. III
Accountability Admin. Asst. II

132
 1.5 Review and sign None 1 – 3 minutes Admin. Officer V
printed copy Admin. Officer
IV
1.6 Record the None 1 minute Admin. Asst. III
Summary of
Property
Accountability in
the logbook
2. Receivethe 2. Release the printed None 3 minutes Admin. Officer
Summary of copy of the III
Property summary of Admin. Asst. IV
Accountability property Admin. Asst. III
accountability

TOTAL: None 29 minutes

B. Budget Division
1. Certifying Fund Availability of Concept Notes

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: Philippine Statistics Authority Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Signed Concept Note Requesting End-User
Breakdown of Expenses (if applicable) Requesting End-User
Purchase Request (if applicable) Requesting End-User
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. Submits 1.1 Receives and None 5 minutes Administrative
concept note evaluates the Assistant IV
and other documents
supporting 1.2 Stamps “received’
documents to the receiving and
Budget the document for
Division processing.
1.3 Encodes the
document for
Receives the incoming monitoring
receiving copy
2. No activity 2.1 Checks the None 15 minutes Administrative
documents and Officer V
verifies fund
availability
2.1.1 Returns
Concept Note
to end-user if
there are
discrepancies
2.1.2 Certifies fund
availability if
Concept Note is
correct and
complete
(indicates

133
 amount beside
Accounting
Division Chief’s
name)
3. No Activity 3.1 Places initial beside None 2 minutes Supervising
the amount Administrative
indicated Officer (Budget
Division Chief)
4. No Activity 4.1 Encodes Concept None 5 minutes Administrative
Note for outgoing Assistant IV
monitoring
4.2 Releases Concept
Note to Accounting
division.
TOTAL: None 27 minutes

134
 2. Certifying Fund Availability for Contracts of Contract of Service
Workers (COSW)

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: Philippine Statistics Authority COSW
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
3 copies of Signed Contract by COSW Human Resources Division
FEES
PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
G TIME RESPONSIBLE
PAID
1. Submit COSW 1.1. Receives Contracts None 5 minutes Administrative
Contract of COSW from HRD Assistant IV
1.2. Stamps “received’
the receiving and
the document for
processing.
1.3. Encodes the
document for
incoming monitoring
1.4. Checks the Contract None 8 minutes Administrative
and verifies fund Officer V
availability
1.5. Certifies fund
availability of
Contract (indicates
amount beside
Accounting Division
Chief’s name)
1.6. Places initial beside None 2 minutes Supervising
the amount Administrative
indicated Officer (Budget
Division Chief)
1.7. Encodes Contract None 5 minutes Administrative
for outgoing Assistant IV
monitoring
1.8. Releases Contract
to Accounting
Division
TOTAL: None 20 minutes

3. Preparation of Budget Utilization Request & Status

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Officials, Employees, and COSW
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Signed Box A of Disbursement Voucher Requesting End-User
Photocopy of approved Special Order OANS –Requesting End-User
Certified True Copy of Purchase Request (if General Services Division
applicable)
Processed Payroll (if applicable) Accounting Division

135
 FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. Submit the 1.1. Receives and evaluates None 5 minutes Administrative
Disbursemen the documents Assistant IV
t Voucher, 1.2. Stamps “received’ the
Special receiving and the
Order and document for
Purchase processing.
Request 1.3. Encoding of the
document for monitoring
1.4. Checks document None 10 minutes Administrative
1.5. Encodes data to Officer II
monitoring of Trust Fund
Balances
1.6. Prepares BURS
1.7. Prints BURS
1.8. Reviews the BURS None 5 minutes Administrative
1.9. Certifies reviewed Officer V
BURS through initial
1.10. Signs Box B of BURS None 3 minutes Supervising
Administrative
Officer (Budget
Division Chief)
1.11 Encodes BURS for None 3 minutes Administrative
outgoing monitoring Assistant IV
1.12 Releases BURS with None 2 hours per Administrative
supporting documents batch Assistant IV
for signature of the
concerned ANS (Box A)
TOTAL: None 2 hours and 26 minutes

4. Preparation of Obligation Request and Status (ORS) for the

following documents:

a. Obligation of Disbursement Voucher (DV)

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: Philippine Statistics Authority Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Disbursement Voucher with Supporting Accounting Division / General Services
Documents Division / Requesting End-User
Photocopy of approved Special Order (if OANS – Requesting End-User
applicable)
Statement of Account/ Billing Statement (if General Services Division
applicable)
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. Submit the 1.1 Receives DV with None 5 minutes per Administrative
Disbursement supporting document Assistant IV
Voucher, Special documents and
Order and evaluatesthem
Statement of 1.2 Stamps “received’ the
Account/ Billing receiving copy of the
Statement document for
processing.

136
 1.3 Encodes the
document for
incoming monitoring
1.4 Checking of the None 10 minutes per Administrative
documents document Officer IV
1.5 Encodes data on e-
Budget System
1.6 Prints Obligation
Request and Status
(ORS)
1.7 Reviews the ORS None 5 minutes per Administrative
1.8 Certifies reviewed document Officer V
ORS through initial
1.9 Signs box B of ORS None 3 minutes per Supervising
document Administrative
Officer (Budget
Division Chief)
1.10 Detaches the None 5 minutes per Administrative
division’s file copy of document Assistant IV
the ORS
1.11 Encodes ORS for
outgoing monitoring
2. Receives the 2.1 Releases ORS with None 2 hours per Administrative
ORS supporting batch Assistant IV &
documents for Administrative
signature of the Aide VI
concerned Assistant
National Statistician
(ANS) / Officer-in-
Charge (Box A)
TOTAL: None 2 hours and 28 minutes

b. Obligation of Notice of Obligation Request and Status Adjustment

(NORSA)

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: Philippine Statistics Authority Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Obligation Request & Status and Accounting Division
Disbursement Voucher with supporting
documents
Signed NORSA (boxes A to C) Accounting Division
FEES
PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
G TIME RESPONSIBLE
PAID
1. NORSA is 1.1. Receives and None 5 minutes Administrative
routed by evaluates the Assistant IV
Accounting documents
Division to 1.2. Stamps “received’
Budget the receiving and
Division the document for
processing.
1.3. Encodes the
document for
incoming
monitoring

137
 1.4. Signs box D of None 3 minutes Supervising
NORSA for Administrative
approval of Officer (Budget
processing Division Chief)
1.5. Checks NORSA None 10 minutes Administrative
and supporting Officer IV
documents
1.6. Encodes data to e-
budget System
1.7. Prints ORS of
NORSA
1.8. Reviews the ORS None 5 minutes Administrative
Officer V
1.9. Certifies reviewed
ORS through initial
of Administrative
Officer
1.10. Signs the box None 3 minutes Supervising
B of ORS. Administrative
Officer (Budget
Division Chief)
1.11. Detaches None 8 minutes Administrative
the division’s file Assistant IV
copy of the ORS
1.12. Encodes
ORS for outgoing
monitoring
2. Receives the 2.1. Releases ORS with None 2 hours per Administrative
ORS supporting batch Aide VI &
documents for Administrative
signature of the Assistant IV
concerned ANS
(Box A)
TOTAL: None 2 hours and 34 minutes

c. Obligation of Contract of Service Workers (COSW) Payroll

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: Philippine Statistics Authority COSWs
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Processed COSW Payroll Accounting Division
FEES
PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
G TIME RESPONSIBLE
PAID
1. No Activity 1.1. Receives and None 5 minutes per Administrative
(Payroll of evaluates the payroll Assistant IV
client is routed documents
by Accounting 1.2. Stamps “received’
division to the receiving copy of
Budget payroll and the
Division) document for
processing.
1.3. Encodes the
document for
monitoring

138
 1.4. Scans payroll for None 1 minute per Administrative
record purposes. payroll Assistant III
1.5. Checks payroll None 10 minutes Administrative
1.6. Encodes data to e- per payroll Officer IV
Budget System
1.7. Prints Obligation
Request and Status
(ORS)
1.8. Reviews the ORS None 5 minutes per Administrative
1.9. Certifies reviewed payroll Officer V
ORS through initial
1.10. Signs the box B of None 3 minutes per Supervising
ORS. payroll Administrative
Officer (Budget
Division Chief)
1.11. Detaches the None 8 minutes per Administrative
division’s file
copy of payroll Assistant IV
the ORS
1.12. Encodes ORS for
outgoing monitoring
1. Receives the 2.1. Releases ORS with None 2 hours per Administrative
ORS supporting documents batch Assistant IV &
for signature of the Administrative Aide
concerned ANS (Box VI
A)
TOTAL: 2 hours and 32 minutes

d. Obligation of Regular employee payroll

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: All Philippine Statistics Authority employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Signed Regular Employee Payroll Human Resources Division
FEES
PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
G TIME RESPONSIBLE
PAID
1. HRD submit the 1.1. Receives Regular None 1 minute per Administrative
payroll to the Employee Payroll payroll Officer IV
Budget Division from Human
Resources Division
(HRD)
1.2. Checks or reviews None 15 minutes Administrative
documents per payroll Officer IV
1.3. Encodes data on e-
Budget System
1.4. Writes ORS number
to lower right side of
Regular Employee
Payroll
1.5. Releases Regular None 5 minutes Administrative
Employee Payroll to Assistant IV &
Accounting Division Administrative
Aide VI
TOTAL: None 21 minutes

139
e. Obligation of Regular Employee Overtime payroll

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: All Philippine Statistics Authority employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Processed Overtime Payroll with other Accounting Division
supporting documents
Photocopy of Authority to Render Overtime Requesting End-User
(OT Form 1)
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
1. Accounting 1.1. Receives Regular None 5 minutes per Administrative
Division Employee Overtime document Assistant IV
Submit the Payroll from
payroll to the Accounting Division
Budget (AD) and evaluates
Division the documents
1.2. Stamps “received’ the
receiving copy of the
document for
processing.
1.3. Encodes the
document for
incoming monitoring
1.4. Checking of the None 10 minutes Administrative
documents per document Officer IV
1.5. Encodes data on e-
Budget System
1.6. Prints Obligation
Request and Status
(ORS)
1.7. Reviews the ORS None 5 minutes per Administrative
1.8. Certifies reviewed document Officer V
ORS through initial
1.9. Signs box B of ORS None 3 minutes per Supervising
document Administrative
Officer (Budget
Division Chief)
1.10. Detaches the None 5 minutes per Administrative
division’s file copy of document Assistant IV
the ORS
1.11. Encodes ORS for
outgoing monitoring
2. Receives 2.1. Releases ORS with None 2 hours per Administrative
the ORS supporting documents batch Assistant IV &
for signature of the Administrative
concerned ANS (Box Aide VI
A)
TOTAL: None 2 hours and 28 minutes

f. Obligation of Purchase Order (PO)

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Suppliers and Etc.
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

140
 Purchase Order and other supporting General Services Division
documents
Approved Purchase Request General Services Division
CLIENT FEES TO PROCESSIN PERSON
AGENCY ACTIONS
STEPS BE PAID G TIME RESPONSIBLE
1. GSD submit 1.1. Receives PO from None 5 minutes per Administrative
Purchase General Services Division document Assistant IV
Order to the (GSD) and evaluates the
Budget documents
Division 1.2. Stamps “received’ the
receiving copy of the
document for processing.
1.3. Encodes the document
for incoming monitoring
1.4. Checks the documents None 10 minutes Administrative
1.5. Encodes data on e- per document Officer IV
Budget System
1.6. Prints Obligation Request
and Status (ORS)
1.7. Reviews the ORS None 5 minutes per Administrative
1.8. Certifies reviewed ORS document Officer V
through initial
1.9. Signs box B of ORS None 3 minutes per Supervising
document Administrative
Officer (Budget
Division Chief)
1.10. Detaches the division’s None 5 minutes per Administrative
file copy of the ORS document Assistant IV
1.11. Encodes ORS for
outgoing monitoring
2. Receives 2.1. Releases PO with ORS None 2 hours per Administrative
the ORS and supporting batch Assistant IV &
documents for signature Administrative
of the concerned ANS Aide VI
(Box A)
TOTAL: None 2 hours and 28 minutes

g. Obligation of Monetization

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Special Allotment Release Order Department of Budget and Management
(SARO) (DBM)
Monetization Request and other supporting Requesting End-User
documents
Disbursement Voucher Human Resources Division
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. Submit Approved 1.1 Receives SARO from None 3 minutes Administrative
Special DBM Assistant III
Allotment 1.1. Checks DV with None 10 minutes Administrative
Release Order supporting Officer IV
documents
1.2. Encodes data to e-
Budget System

141
 1.3. Prints Obligation
Request and Status
(ORS)
1.4. Reviews the ORS None 10 minutes Administrative
1.5. Certifies reviewed Officer V
ORS through initial
1.6. Signs Box B of ORS None 5 minutes Supervising
Administrative
Officer (Budget
Division Chief)
1.7. Encodes ORS for None 3 minutes Administrative
outgoing Assistant IV
monitoring

1.8. Releases ORS None 2 hours per Administrative

with supporting batch Assistant IV
documents for
signature of
concerned ANS
(Box A)
TOTAL: None 2 hours and 31 minutes

h. Obligation of Terminal Leave Benefits

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Retirees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Special Allotment Release Order Department of Budget and Management
(SARO) (DBM)
Request for Terminal Leave Benefits and other Requesting End-User
supporting documents
Disbursement Voucher Human Resources Division
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. Submit the 1.1 Receives SARO from None 3 minutes Administrative
SARO and DBM Assistant III
supporting 1.2 Checks DV with None 10 minutes Administrative
Document supporting documents Officer II
1.3 Encodes data to e-
Budget System
1.4 Prints Obligation
Request and Status
(ORS)
1.5 Reviews the ORS None 10 minutes Administrative
1.6 Certifies reviewed ORS Officer V
through initial
1.7 Signs Box B of ORS None 5 minutes Supervising
Administrative
Officer (Budget
Division Chief)
1.8 Encodes ORS for None 3 minutes Administrative
outgoing monitoring Assistant IV

1.9 Releases ORS with None 2 hours per Administrative

supporting batch Assistant IV

142
 documents for
signature of
concerned ANS (Box
A)
TOTAL: None 2 hours and 31 minutes

5. Processing of Fund Transfer Request to Regional Statistics

Services Offices

Office or Division: Budget Division

Classification: Complex
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Letter of Request for Fund Transfer Assistant National Statistician – Finance
Administrative Service
Cost Estimate Requesting End-User
Breakdown of expenses by regions Requesting End-User
Approved Concept Note (if applicable) Requesting End-User
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. No Activity (BD 1.1 Receives and None 5 minutes
receives letter evaluates the
request from documents
End-User with 1.2 Stamps “received’ the
cost estimates receiving and the
and breakdown document for
of expenses, by processing.
regions, 1.3 Encoding of the
corresponding document for
sources of fund incoming monitoring
(PAP) with the 1.4 Verifies balance and None 5 minutes per Administrative
approval from source of fund request Officer II &
ANS - FAS Administrative
Officer IV
1.5 Approves transfer to None 5 minutes per Supervising
Regional Statistical request Administrative
Services Office Officer (Budget
(RSSOs) Division Chief)
1.6 Prepares Notice of None 1 day per Administrative
Transfer of Cash request Officer II
Allocation (NTA):
1.6.1 Posts various
approved request
to specific PAPs,
per region, per
expense
1.6.2 Prepares
breakdown by
PAP for all
approved request
for issuance of
ORS
1.6.2.1 Encodes Administrative
date on e-budget Officer IV
system
1.6.2.2 Prints ORS

143
 1.6.2.3 Routes
ORS for
signature of
concerned ANS
1.6.3 Finalizes
Summary of Fund
Transfer (per
activity/PAP) net
of tax
1.7 Reviews prepared 15 minutes Supervising
NTA Administrative
1.8 Countersigns beside Officer (Budget
FAS-ANS Division Chief)
1.9 Routes NTA to the 1 day Administrative
following for Assistant IV
signature:
1.9.1 Accounting
Division
Chief/OIC
1.9.2 Cashier
1.9.3 Assistant
National
Statistician –
FAS
1.10 Receives signed None 4 Minutes Administrative
NTA from FAS-OANS Officer II
1.11 Forwards signed
NTA to GSD –
Cashier for
endorsement to
Landbank of the
Philippines (LBP) for
processing
1.12 Secures copy of None 3 days Administrative
NTA received by LBP Officer II
from cashier
1.12.1 Prepares NTA
per region
1.12.2 Prepares
Advice of Sub-
Allotment
(ASA) per
Program/
Activity/ Project
(current &
continuing
appropriations)
per region
1.12.3 Prints NTA & Administrative
ASA Assistant IV
1.13 Emails advance
copies of NTA and
ASA to budget
officers of RSSOs for
recording/monitoring
1.14 Signs NTAs and None 30 minutes Supervising
ASAs Administrative
Officer (Budget
Division Chief)
1.15 Releases signed 5minutes Assistant
NTA and ASA to National
Statistician

144
 OANS-FAS for (Finance and
signature Administrative
Service)
1.16 Receives signed 1 day Administrative
NTA and ASA Assistant IV
1.17 Photocopies
signed NTA and ASA
for mailing and filing
1.18 Prepares
Transmittal of NTAs &
ASAs to various
RSSOs
1.19 Prepares request
for mailing
1.20 Signs request for None 5 minutes Supervising
mailing Administrative
Officer (Budget
Division Chief)
1.21 Routes to GSD- None 10 minutes Administrative
Records for mailing to Aide VI
RSSOs
TOTAL: None 6 days 1 hour 25 minutes

6. Earmarking of Purchase Request

Office or Division: Budget Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Purchase Request General Services Division
Approved Concept Note Requesting End-User
Certified True Copy Annual Procurement Plan General Services Division
FEES
PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
G TIME RESPONSIBLE
PAID
1. No Activity 1.1 Receives and None 5 minutes Administrative
(Purchase evaluates the Assistant IV
Request of documents
client is routed 1.2 Stamps “received’ the
by General receiving and the
Services document for
Division (GSD) processing.
to Budget 1.3 Encodes the
Division) document for
incoming monitoring
1.4 Checks fund None 10 minutes Administrative
availability Officer IV
1.5 Earmarks the
purchase request in
the e-budget system
1.6 Certifies earmarking
through initial and
indication of PAP on
top of the PR
1.7 Encodes PR for None 7 minutes Administrative
outgoing monitoring Assistant IV
1.8 Releases PR to GSD.
TOTAL: None 22 minutes

145
 7. Endorsement of Monetization Request to Department of Budget
and Management

Office or Division: Budget Division

Classification: Complex
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Disbursement Voucher with supporting Human Resources Division
documents
Monetization Request Letter Requesting End-User
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. Submit 1.1 Receives None 10 minutes Administrative
Disbursement Monetization request Assistant IV
Vourcher and from Human
Supporting Resources Division
Document (HRD) with DV and
supporting
documents
1.2 Stamps “received’ the
receiving and the
document for
processing.
1.3 Encoding of the
document for
monitoring
1.4 Writes letter of None 1 hour Administrative
request for funding of Assistant III
Monetization
addressed to
Department of Budget
and Management
(DBM)
1.5 Prepares List of
Personnel Availing
Monetization of Leave
Credits (LPAMLC)
1.6 Submits letterto None 15 minutes Supervising
division chief for Administrative
approval and Officer (Budget
signature Division Chief)
1.7Routes Letter to the None 3 days Administrative
following for initial & Assistant IV
signature:
1.8 Assistant National None
Statistician - FAS
1.9 Deputy National None
Statistician – CRCSO
1.10 National Statistician None
1.11 Routes LPAMLC to None
the following for
signature
1.12 Human Resources None
Division Chief
1.13 Accounting Division None
Chief
1.14 National Statistician

146
 1.15 Receives signed None 1 day Administrative
letter Assistant III
1.16 Endorses letter to
DBM
TOTAL: None 4 days 1 hour and 20 minutes

8. Endorsement of Request for Terminal Leave Benefits to

Department of Budget and Management

Office or Division: Budget Division

Classification: Complex
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Retirees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Disbursement Voucher with supporting Human Resources Division
documents
Request of Terminal Leave Benefits letter Requesting End-User
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. Human 1.1 Receives TLB None 10 minutes Administrative
Resource request from Human Assistant IV
Division Submit Resources Division
the supporting (HRD) with DV and
documents supporting
documents
1.2 Stamps “received’ the
receiving and the
document for
processing.
1.3 Encoding of the
document for
monitoring
1.4 Prepares letter of None 1 hour Administrative
request for funding of Assistant III
TLB addressed to
Department of Budget
and Management
(DBM)
1.5 Prepares List of Actual
Retiree to Be Paid
Terminal Leave and
Retirement Gratuity
Benefits
1.6 Submits letter to 15 minutes Supervising
division Chief for Administrative
approval and Officer (Budget
signature Division Chief)
1.7 Routes letter to the None 3 days Administrative
following for initial & Assistant IV
signature:
1.8 Assistant National None
Statistician - FAS
1.9 Deputy National None
Statistician – CRCSO

147
 1.10 National Statistician None

1.11 Routes List of Actual None

Retiree to Be Paid
Terminal Leave and
Retirement Gratuity
Benefits to the
following for
initial/signature
1.12 Accounting Division None
Chief
1.13 Assistant National None
Statistician – FAS

1.14 National Statistician None

1.15 Receives signed None 1 day Administrative

letter Assistant III
1.16 Endorses letter to
DBM
TOTAL: None 4 days 1 hour and 25 minutes

148
 Accounting Division
1. Processing of Purchase Order

Office or Division: Accounting Division

Classification: Simple

Type of Transaction: Government-to-Government (G2G)

Who may avail: PSA Officials and Employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Certified True Copy of Approved General Services Division – Procurement

Annual Procurement Plan Service
2. Duly signed Purchase Request General Services Division – Procurement
Service
3. Duly signed PAP Concept Note General Services Division – Procurement
Service
4. Duly signed Request for Quotation General Services Division – BAC Secretariat

5. Duly accomplished Bid Form/s General Services Division – BAC Secretariat

6. Mayor’s/ Business Permit General Services Division – Procurement

Service

7. PhilGEPS Registration Number General Services Division – Procurement

Service

8. Income/Business Tax Return General Services Division – Procurement

Service

9. Omnibus Sworn Statement General Services Division – Procurement

Service

7. Duly signed and accomplished General Services Division – Procurement

Summary of Submitted Quotation Service
8. Purchase Order General Services Division – Procurement
Service

AGENCY FEES TO PROCESSI PERSON

CLIENT STEPS RESPONSIBLE
ACTIONS BE PAID NG TIME
1. Forward the 1.1 Receive the None 1 Hour Accounting
Purchase Purchase Division/
Order (PO)and Order and Receiving/
Supporting SDs and Releasing Staff /
Documents assign PO Administrative
(SDs) number Assistant III

1.2 Review the None 1 Hour Accounting

PO and SDs, Division/
and affixes Processing Staff /
initials on the Administrative
funds Assistant III/
availability

149
 Administrative
Assistant II

1.3 Check the None 2 hours Accounting

completenes Division/
s and Disbursement Unit
propriety of Supervisor/
SDs and Accountant III
affixes
initials on the
funds
availability.

If
incomplete,
return to
end-user for
compliance
1.4 Sign as to None 1 Hour Accounting
Funds Division/ Head of
Availability Accounting Unit/
Authorized
Representative
1.5 Release the None 1 Hour Accounting
PO to the Division/
General Receiving/
Service Releasing Staff /
Division Administrative
Assistant III
Total None 6 hours

2. Issuance of Certificate of Availability of Fund

Office or Division: Accounting Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Certified True Copy of Approved General Services Division – Procurement
Annual Procurement Plan Services
2. Duly signed Purchase Request General Services Division – Procurement
Services
3. Duly signed PAP Concept Note General Services Division – Procurement
Services
4. Duly signed Request for Quotation General Services Division – BAC Secretariat
5. Duly accomplished Bid Form/s General Services Division – BAC Secretariat

6. Mayor’s/Business Permit General Services Division – Procurement

Services

150
7.PhilGEPS Number General Services Division – Procurement
Services
8.Income/Business Tax Return General Services Division – Procurement
Services
9.Omnibus Sworn Statement General Services Division – Procurement
Services
7. Duly signed and accomplished General Services Division – BAC Secretariat
Summary of Submitted Quotation or BAC
Resolution, if applicable
8. Contract or Memorandum of General Services Division – Procurement
Agreement (MOA) Services
PERSON
AGENCY FEES TO PROCESSI RESPONSIBL
CLIENT STEPS
ACTIONS BE PAID NG TIME E
1. Forward the 1.1 Receive the None 1 hour Accounting
contract or MOA contract or Division/
and Supporting MOA and SDs Receiving/
Documents Releasing Staff
(SDs) / Administrative
Assistant III
Accounting
Division/
Disbursement
Unit
Supervisor/
Accountant III
1.2 Review the None 2 hours Accounting
Contract and Division/ Head
SDs, and of Accounting
affixes initials Unit/
on the funds Authorized
availability. Representative
1.3 Signs as to None 1 hour Accounting
Funds Division/
Availability Receiving/
Releasing Staff
/ Administrative
Assistant III
1.4 Release the None 1 hour Accounting
Contract or Division/
MOA to the Receiving/
General Releasing Staff
Service / Administrative
Division Assistant III

Total None 5 hours

151
3. Processing of Disbursement Voucher
a. First Salary

Office or Division: Accounting Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Disbursement Voucher (Original – 4 Requesting Unit Office/Service/Division
copies)
2. Obligation Request and Status Budget Division
(Original – 3 copies)
3. Certified true copy of duly approved Human Resource Division
Appointment
4. Assignment Order if Applicable Human Resource Division
5. Certified true copy of Oath of Office Human Resource Division
6. Certificate of Assumption Human Resource Division
7. Statement of Assets, Liabilities and Human Resource Division
Net Worth (Entry SALN)
8. Duly signed and approved DTR Human Resource Division
9. BIR withholding certificates (Forms Human Resource Division
1902 and 2305)
Additional Requirements for transferees
(from one government office to another)
10. Clearance from money, property Human Resource Division
and legal accountabilities from
previous office
11. Certified true copy of pre-audited Human Resource Division
disbursement voucher of last salary
from previous agency and/or
Certification by the Chief
Accountant of last salary received
from previous office duly verified by
the assigned authority thereat
12. BIR Form 2316 (Certificate of Human Resource Division
Compensation Payment/ Tax
Withheld
13. Certificate of Available Leave Human Resource Division
Credits
14. Service Record Human Resource Division
PROCES PERSON
AGENCY FEES TO
CLIENT STEPS SING RESPONSIBLE
ACTIONS BE PAID
TIME
1. Forwards the 1. Processing of DV None Accounting
Copies 1 -4 of Division/Receivin
Disbursement g/Releasing
Vouchers (DVs), Staff/
supporting Administrative
documents Assistant III
(SDs) and

152
Copies 2 - 3 of 1.1. Receives Copies 5 Minutes Accounting
Obligation 1-4 of DV, SDs Division/Receiving
Request and and Copies 2-3 of /Releasing Staff/
Status (ORS) to ORS from the Administrative
the Accounting Assistant III
Budget
Division/Unit for Division/Unit.
processing. Accounting
Checks 5 Minutes
completeness of Division/Receiving
SDs based on the /Releasing Staff/
checklist. Administrative
Assistant III

If incomplete, 5 Minutes Accounting

returns to the Division/Receiving
party concerned /Releasing Staff/
for compliance Administrative
Assistant III

If complete, 5 Minutes Accounting

stamps Division/Receiving
“Received” and /Releasing Staff/
indicates date of Administrative
Assistant III
receipt and
initials on the
stamped
“Received”
portion ofthe DV.
Assigns DV 5 Minutes Accounting
number and Division/Receiving
record in the /Releasing Staff/
logbook the DV Administrative
Assistant III
number and date,
creditor/payee,
particular and
amount

1.2. Forwards Copies None 1 hour Accounting

1-4 of DV, SDs Division/Receivin
and Copies 2-3 of g/Releasing
Copies 1-4 of DV, Staff/
SDs and Copies Administrative
2-3 of ORS to the Assistant III
Processing Staff

Reviews DV for None 1 hour Accounting

completeness Division/Receivin
and propriety of g/Releasing
SDs. Staff/
Administrative
If incomplete, Assistant III
returns to the
(15
party concerned
Minutes)
for compliance.
Verifies ORS None 20 Accounting
against DV. If the Minutes Division/
amount in the Processing Staff
ORS and DV are / Administrative
the same Assistant III/
proceeds to 1.6 Administrative
Assistant II

153
 If the amount in None 10 Accounting
the ORS and DV Minutes Division/Account
differ, prepares ant I
NORSA in three
copies and signs
the “Prepared By”
portion.
Forwards copies None 10 Accounting
1 – 3 of NORSA, Minutes Division/
Copies 1 – 4 of Processing Staff
DV, Copies 2 – 3 / Administrative
of ORS and SDs Assistant III/
to the Head of Administrative
Accounting Assistant II
Division for
approval of
NORSA
1.3. Signs the None 30 Accounting
“Approved by” minutes Division/Head of
portion of the Accounting
NORSA. Unit/Authorized
Representative
1.4. Records in the None 20 Accounting
logbook the Minutes Division/Receivin
return of Copies 1 g/Releasing
-3 of NORSA, Staff/
Copies 1 – 4 of Administrative
DV, Copies 2 – 3 Assistant III
of ORS and SDs
to the Budget
Division for
correction of
Obligation
1.5. Receives Copies None 5 Minutes Accounting
2 – 3 of NORSA, Division/Receivin
Copies 1 – 4 of g/Releasing
DV, Copies 2 – 4 Staff/
of ORS and SDs Administrative
Assistant III

1.6. Forwards Copies None 5 Minutes Accounting

1 – 4 of DV and Division/
SDs, Copies 2 – 3 Processing Staff
of ORS to the / Administrative
Disbursement Assistant III/
Unit Supervisor Administrative
for initial of Box B Assistant II
of DV.
1.7. Initials in Box B of None 1 Hour Accounting
DV and forwards Division/
Copies 1 – 4 of Disbursement
DV and SDs, Unit/Supervisor/
Copies 2 – 3 of Accountant III
ORS to the Head
of Accounting
Unit for signature
of Box B of DV.

154
 1.8. Signs Box B of None 1 Hour Accounting
the DV. Forwards Division/Head of
the Documents to Accounting
the Receiving/ Unit/Authorized
Releasing Staff. Representative
1.9. Records in the None 1 Hour Accounting
logbook the Division/Receivin
release of Copies g/Releasing
1 – 4 of DV and Staff/
SDs and Copies Administrative
2 – 3 of ORS to Assistant III
the Head of
Agency or
Authorized
Representative
for approval of
the DV
Total None (7 hours & 20 minutes)

b. Salary (if deleted from payroll)

Office or Division: Accounting Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Disbursement Voucher (Original – 4 Requesting Unit Office/Service/Division

copies)
2. Obligation Request and Status Budget Division
(Original – 3 Copies)
3. Approved DTR Human Resource Division
4. Notice of Assumption Human Resource Division
5. Approved Application for Leave, Human Resource Division
Clearances and Medical Certificate,
if on sick leave for five days or more
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS RESPONSIBLE
BE PAID TIME
1. Forwards the 1. Processing of None 5 minutes Accounting
Copies 1 -4 of DV Division/Receiving/Rel
Disbursement easing Staff/
Vouchers (DVs), Administrative
supporting Assistant III
1.1 Receives
documents (SDs) Copies 1-4 of
and Copies 2 - 3 of DV, SDs and
Obligation
Copies 2-3 of
Request and
ORS from the
Status (ORS) to
Budget
the Accounting
Division/Unit for Division/Unit
processing. Checks None 5 minutes Accounting
completeness Division/Receiving/Rel
of SDs based easing Staff/
on the checklist.

155
 Administrative
Assistant III

If incomplete, None 5 minutes Accounting

returns to the Division/Receiving/Rel
party easing Staff/
concerned for Administrative
Assistant III
compliance.

If complete, None 5 minutes Accounting

stamps Division/Receiving/Rel
“Received” and easing Staff/
indicates date Administrative
Assistant III
of receipt and
initials on the
stamped
“Received”
portion of the
DV.
Assigns DV None 5 minutes Accounting
number and Division/Receiving/Rel
record in the easing Staff/
logbook the DV Administrative
Assistant III
number and
date,
creditor/payee,
particular and
amount

1.2 Forwards None 5 minutes Accounting

Copies 1-4 of Division/Receiving/Rel
DV, SDs and easing Staff/
Copies 2-3 of Administrative
Copies 1-4 of Assistant III
DV, SDs and
Copies 2-3 of
ORS to the
Processing
Staff

Reviews DV for None 1 hour Accounting Division/

completeness Processing Staff /
and propriety of Administrative
SDs. Assistant III/
Administrative
Assistant II

If incomplete, None 1 hour Accounting

returns to the Division/Receiving/Rel
party easing Staff/
concerned for Administrative
Assistant III
compliance.

Verifies ORS None 15 minutes Accounting Division/

against DV. If Processing Staff /
the amount in Administrative
the ORS and Assistant III/
Administrative
DV are the
Assistant II

156
 same proceeds
to 1.6

If the amount in 20 minutes Accounting Division/

the ORS and Accountant I
DV differ,
prepares
NORSA in three
copies and
signs the
“Prepared By”
portion.

Forwards None 15 minutes Accounting Division/

copies 1 – 3 of Processing Staff /
NORSA, Administrative
Copies 1 – 4 of Assistant III/
Administrative
DV, Copies 2 –
Assistant II
3 of ORS and
SDs to the
Head of
Accounting
Division for
approval of
NORSA
1.3 Signs the None 30 minutes Accounting Division/
“Approved by” Head of Accounting
portion of the Unit/ Authorized
NORSA. Representative

1.4 Records in the None 20 minutes Accounting

logbook the Division/Receiving/Rel
return of Copies easing Staff/
1 -3 of NORSA, Administrative
Copies 1 – 4 of Assistant III
DV, Copies 2 –
3 of ORS and
SDs to the
Budget Division
for correction of
Obligation

1.5 Receives None 5 minutes Accounting

Copies 2 – 3 of Division/Receiving/Rel
NORSA, easing Staff/
Copies 1 – 4 of Administrative
DV, Copies 2 – Assistant III
4 of ORS and
SDs
1.6 Forwards None 5 minutes Accounting Division/
Copies 1 – 4 of Processing Staff /
DV and SDs, Administrative
Copies 2 – 3 of Assistant III/
ORS to the Administrative
Disbursement Assistant II
Unit Supervisor
for initial of Box
B of DV

157
 1.7 Initials in Box B None 1 hour Accounting Division/
of DV and Disbursement Unit
forwards Supervisor/
Copies 1 – 4 of Accountant III
DV and SDs,
Copies 2 – 3 of
ORS to the
Head of
Accounting Unit
for signature of
Box B of DV.
1.8 Signs Box B of None 1 hour Accounting Division/
the DV. Head of Accounting
Forwards the Unit/ Authorized
Documents to Representative
the Receiving/
Releasing Staff.

1.10. Records in None 1 hour Accounting

the logbook the Division/Receiving/Rel
release of easing Staff/
Copies 1 – 4 of Administrative
DV and SDs Assistant III
and Copies 2 –
3 of ORS to the
Head of Agency
or Authorized
Representative
for approval of
the DV
Total Processing Time None

c. Salary Differential due to Promotion and/or Step Increment

Office or Division: Accounting Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Disbursement Voucher (Original – 4 Requesting Unit Office/Service/Division
copies)
2. Obligation Request and Status Budget Division
(Original – 3 Copies)
Certificate of Assumption Human Resource Division
3. Approved DTR or certification that Human Resource Division
the employee has not incurred
leave without pay
PERSON
AGENCY FEES TO PROCESSIN RESPONSIB
CLIENT STEPS
ACTIONS BE PAID G TIME LE
1. Forwards the 1. Processing of
Copies 1 -4 of DV
Disbursement
Vouchers (DVs), 1.1. Receives None 5 minutes Accounting
supporting Copies 1-4 of Division/Rece

158
documents (SDs) DV, SDs and iving/Releasin
and Copies 2 - 3 Copies 2-3 of g Staff/
of Obligation ORS from the Administrative
Request and Budget Assistant III
Status (ORS) to Division/Unit.
the Accounting
Division/Unit for 1.2. Checks None 5 minutes Accounting
processing. completeness Division/Rece
of SDs based iving/Releasin
on the g Staff/
checklist. Administrative
Assistant III
1.3 If incomplete, 5 minutes Accounting
returns to the Division/Rece
party iving/Releasin
concerned for g Staff/
compliance. Administrative
Assistant III
1.4 If complete, None 5 minutes Accounting
stamps Division/Rece
“Received” and iving/Releasin
indicates date g Staff/
of receipt and Administrative
initials on the Assistant III
stamped
“Received”
portion of the
DV.
1.5 Assigns DV 5 minutes Accounting
number and Division/Rece
record in the iving/Releasin
logbook the DV g Staff/
number and Administrative
date, Assistant III
creditor/payee,
particular and
amount

1.6 Forwards None 5 minutes Accounting

Copies 1-4 of Division/Rece
DV, SDs and iving/Releasin
Copies 2-3 of g Staff/
Copies 1-4 of Administrative
DV, SDs and Assistant III
Copies 2-3 of
ORS to the
Processing
Staff
1.7 Reviews DV None 1 hour Accounting
for Division/Rece
completeness iving/Releasin
and propriety of g Staff/
SDs. Administrative
Assistant III

1.8 If incomplete, None 1 hour Accounting

returns to the Division/Rece
party iving/Releasin

159
 concerned for g Staff/
compliance. Administrative
Assistant III
1.9 Verifies ORS None 15 minutes Accounting
against DV. If Division/
the amount in Processing
the ORS and Staff /
DV are the Administrative
same proceeds Assistant III/
to 1.6 Administrative
Assistant II
1.10 If the amount None 20 Minutes Accounting
in the ORS and Division/Rece
DV differ, iving/Releasin
prepares g Staff/
NORSA in Administrative
three copies Assistant III
and signs the
“Prepared By”
portion.

1.11 Forwards 15 minutes Accounting

copies 1 – 3 of Division/
NORSA, Processing
Copies 1 – 4 of Staff /
DV, Copies 2 – None Administrative
3 of ORS and Assistant III/
SDs to the Administrative
Head of Assistant II
Accounting
Division for
approval of
NORSA

1.12 Signs the None 30 minutes

“Approved by”
portion of the
NORSA.
1.13 Records in the None 20 minutes Accounting
logbook the Division/Rece
return of iving/Releasin
Copies 1 -3 of g Staff/
NORSA, Administrative
Copies 1 – 4 of Assistant III
DV, Copies 2 –
3 of ORS and
SDs to the
Budget Division
for correction of
Obligation

1.14 Receives None 5 minutes Accounting

Copies 2 – 3 of Division/Rece
NORSA, iving/Releasin
Copies 1 – 4 of g Staff/
DV, Copies 2 – Administrative
4 of ORS and Assistant III
SDs

160
 1.15 Forwards None 5 minutes Accounting
Copies 1 – 4 of Division/
DV and SDs, Processing
Copies 2 – 3 of Staff /
ORS to the Administrative
Disbursement Assistant III/
Unit Supervisor Administrative
for initial of Box Assistant II
B of DV.
1.16 Initials in Box None 1 hour Accounting
B of DV and Division/
forwards Disbursement
Copies 1 – 4 of Unit
DV and SDs, Supervisor/
Copies 2 – 3 of Accountant III
ORS to the
Head of
Accounting Unit
for signature of
Box B of DV.
1.17 Signs Box B None 1 hour Accounting
of the DV. Division/
Forwards the Head of
Documents to Accounting
the Receiving/ Unit/
Releasing Authorized
Staff. Representativ
e
1.18 Records in the None 1 hour Accounting
logbook the Division/Rece
release of iving/Releasin
Copies 1 – 4 of g Staff/
DV and SDs Administrative
and Copies 2 – Assistant III
3 of ORS to the
Head of
Agency or
Authorized
Representative
for approval of
the DV

Total Processing Time 7 hours & 20 minutes

d. Last Salary

Office or Division: Accounting Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Disbursement Voucher (Original Requesting Unit Office/Service/Division
– 4 copies)

161
 2. Obligation Request and Status Budget Division
(Original – 3 Copies)
3. Clearance from money, property Human Resource Division
and legal accountabilities
4. Approved DTR Human Resource Division

AGENCY FEES TO PROCESSI PERSON

CLIENT STEPS RESPONSIBLE
ACTIONS BE PAID NG TIME
1. Forwards the 1. Processing of
Copies 1 -4 of DV
Disbursement
Vouchers 1.1. Receives
(DVs), Copies 1-4 of None 5 minutes Accounting
supporting DV, SDs and Division/Receiving/
documents Copies 2-3 of Releasing Staff/
(SDs) and ORS from the Administrative
Copies 2 - 3 of Budget Assistant III
Obligation
Division/Unit.
Request and
Status (ORS) to Checks None 5 minutes
the Accounting completeness Accounting
Division/Unit for of SDs based Division/Receiving/
processing. on the Releasing Staff/
checklist. Administrative
Assistant III
If incomplete, None 5 minutes Accounting
returns to the Division/Receiving/
party Releasing Staff/
concerned for Administrative
compliance. Assistant III

If complete, None 5 minutes Accounting

stamps Division/Receiving/
“Received” Releasing Staff/
and indicates Administrative
date of receipt Assistant III
and initials on
the stamped
“Received”
portion of the
DV.
Assigns DV None 5 minutes Accounting
number and Division/Receiving/
record in the Releasing Staff/
logbook the Administrative
DV number Assistant III
and date,
creditor/payee
, particular
and amount
1.2. Forwards None 5 minutes Accounting
Copies 1-4 of Division/Receiving/
DV, SDs and Releasing Staff/
Copies 2-3 of Administrative
Copies 1-4 of Assistant III
DV, SDs and
Copies 2-3 of
ORS to the

162
 Processing
Staff

Reviews DV None 1 hour Accounting

for Division/
completeness Processing Staff /
and propriety Administrative
of SDs. Assistant III/
Administrative
Assistant II
If incomplete, None 1 hour Accounting
returns to the Division/Receiving/
party Releasing Staff/
concerned for Administrative
compliance Assistant III
Verifies ORS None 15 minutes Accounting
against DV. If Division/
the amount in Processing Staff /
the ORS and Administrative
DV are the Assistant III/
same Administrative
proceeds to Assistant II
1.6
If the amount None 20 minutes Accounting
in the ORS Division/
and DV differ, Accountant I
prepares
NORSA in
three copies
and signs the
“Prepared By”
portion.
Forwards None 15 minutes Accounting
copies 1 – 3 of Division/
NORSA, Processing Staff /
Copies 1 – 4 of Administrative
DV, Copies 2 Assistant III/
– 3 of ORS Administrative
and SDs to the Assistant II
Head of
Accounting
Division for
approval of
NORSA
1.3. Signs the None 30 minutes Accounting
“Approved by” Division/ Head of
portion of the Accounting Unit/
NORSA. Authorized
Representative

1.4. Records in None 20 minutes Accounting

the logbook Division/Receiving/
the return of Releasing Staff/
Copies 1 -3 of Administrative
NORSA, Assistant III
Copies 1 – 4
of DV, Copies

163
 2 – 3 of ORS
and SDs to
the Budget
Division for
correction of
Obligation
1.5. Receives None 5 minutes Accounting
Copies 2 – 3 of Division/Receiving/
NORSA, Releasing Staff/
Copies 1 – 4 of Administrative
DV, Copies 2 Assistant III
– 4 of ORS
and SDs

1.6. Forwards None 5 minutes Accounting

Copies 1 – 4 of Division/
DV and SDs, Processing Staff /
Copies 2 – 3 of Administrative
ORS to the Assistant III/
Disbursement Administrative
Unit Assistant II
Supervisor for
initial of Box B
of DV.

1.7. Initials in Box None 1 hour Accounting

B of DV and Division/
forwards Disbursement Unit
Copies 1 – 4 of Supervisor/
DV and SDs, Accountant III
Copies 2 – 3 of
ORS to the
Head of
Accounting
Unit for
signature of
Box B of DV.
1.8. Signs Box B of None (1 hour) Accounting
the DV. Division/ Head of
Forwards the Accounting Unit/
Documents to Authorized
the Receiving/ Representative
Releasing
Staff.
1.9. Records in the None 1 hour Accounting
logbook the Division/Receiving/
release of Releasing Staff/
Copies 1 – 4 of Administrative
DV and SDs Assistant III
and Copies 2
– 3 of ORS to
the Head of
Agency or
Authorized
Representativ
e for approval
of the DV

164
 Total None 7 hours & 20 minutes

e. Representation and Transportation Allowance

Office or Division: Accounting Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For Individual Claims
1. Disbursement Voucher (Original – 4 Requesting Unit Office/Service/Division
copies)
2. Obligation Request and Status Budget Division
(Original – 3 Copies)
3. Copy of Special Order Requesting Unit Office/Service/Division
4. Certificate that the official/ Requesting Unit Office/Service/Division
employee did not use government
vehicle and is not assigned any
government vehicle
5. Certificate or evidence of service Requesting Unit Office/Service/Division/
rendered or approved DTR Human Resource Division
FEES PERSON
AGENCY PROCESSI
CLIENT STEPS TO BE RESPONSIBLE
ACTIONS NG TIME
PAID
1. Forwards the 1. Processing of
Copies 1 -4 of DV
Disbursement
Vouchers (DVs), 1.1. Receives
supporting Copies 1-4 of None 5 minutes Accounting
documents (SDs) DV, SDs and Division/Receiving/
and Copies 2 - 3 Copies 2-3 of Releasing Staff/
of Obligation ORS from the Administrative
Request and Budget Assistant III
Status (ORS) to
Division/Unit.
the Accounting
Division/Unit for
processing.
Checks None 5 minutes Accounting
completeness Division/Receiving/
of SDs based Releasing Staff/
on the checklist. Administrative
Assistant III
If incomplete, None 5 minutes Accounting
returns to the Division/Receiving/
party Releasing Staff/
concerned for Administrative
compliance. Assistant III

If complete, None 5 minutes Accounting

stamps Division/Receiving/
“Received” and Releasing Staff/
indicates date Administrative
of receipt and Assistant III

165
 initials on the
stamped
“Received”
portion ofthe
DV.
Assigns DV None 5 minutes Accounting
number and Division/Receiving/
record in the Releasing Staff/
logbook the DV Administrative
number and Assistant III
date,
creditor/payee,
particular and
amount
1.2. Forwards None 5 minutes Accounting
Copies 1-4 of Division/Receiving/
DV, SDs and Releasing Staff/
Copies 2-3 of Administrative
Copies 1-4 of Assistant III
DV, SDs and
Copies 2-3 of
ORS to the
Processing
Staff
Reviews DV for None 1 hour Accounting
completeness Division/
and propriety of Processing Staff /
SDs. Administrative
Assistant III/
Administrative
Assistant II
If incomplete, None 1 hour Accounting
returns to the Division/Receiving/
party Releasing Staff/
concerned for Administrative
compliance. Assistant III
Verifies ORS None 15 minutes Accounting
against DV. If Division/
the amount in Processing Staff /
the ORS and Administrative
DV are the Assistant III/
same proceeds Administrative
to 1.6 Assistant II
If the amount in None 20 minutes Accounting
the ORS and Division/
DV differ, Accountant I
prepares
NORSA in three
copies and
signs the
“Prepared By”
portion.

Forwards None 15 minutes Accounting

copies 1 – 3 of Division/
NORSA, Processing Staff /
Copies 1 – 4 of Administrative
DV, Copies 2 – Assistant III/

166
 3 of ORS and Administrative
SDs to the Assistant II
Head of
Accounting
Division for
approval of
NORSA
1.3. Signs the None 30 minutes Accounting
“Approved by” Division/ Head of
portion of the Accounting Unit/
NORSA. Authorized
Representative
1.4. Records in the None 20 minutes Accounting
logbook the Division/Receiving/
return of Copies Releasing Staff/
1 -3 of NORSA, Administrative
Copies 1 – 4 of Assistant III
DV, Copies 2 –
3 of ORS and
SDs to the
Budget Division
for correction of
Obligation

1.5. Receives None 5 minutes Accounting

Copies 2 – 3 of Division/Receiving/
NORSA, Releasing Staff/
Copies 1 – 4 of Administrative
DV, Copies 2 – Assistant III
4 of ORS and
SDs

1.6. Forwards None 5 minutes Accounting

Copies 1 – 4 of Division/
DV and SDs, Processing Staff /
Copies 2 – 3 of Administrative
ORS to the Assistant III/
Disbursement Administrative
Unit Supervisor Assistant II
for initial of Box
B of DV.
1.7. Initials in Box B None 1 hour Accounting
of DV and Division/
forwards Disbursement Unit
Copies 1 – 4 of Supervisor/
DV and SDs, Accountant III
Copies 2 – 3 of
ORS to the
Head of
Accounting
Unit for
signature of
Box B of DV
1.8. Signs Box B of None 1 hour Accounting
the DV. Division/ Head of
Forwards the Accounting Unit/
Documents to Authorized
the Receiving/ Representative
Releasing Staff.

167
 1.9. Records in the None 1 hour Accounting
logbook the Division/Receiving/
release of Releasing Staff/
Copies 1 – 4 of Administrative
DV and SDs Assistant III
and Copies 2 –
3 of ORS to the
Head of Agency
or Authorized
Representative
for approval of
the DV

Total None 7 hours & 20 minutes

f. Clothing Allowance

Office or Division: Accounting Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For Individual Claims
1. Disbursement Voucher Requesting Unit Office/Service/Division
(Original – 4 copies)
2. Obligation Request and Status Budget Division
(Original – 3 Copies)
3. Certified true copy of approved Requesting Unit Office/Service/Division
appointment of new employees
4. Certificate of Assumption of Requesting Unit Office/Service/Division
new employees
5. Certificate of non-payment Requesting Unit Office/Service/Division
from previous agency, for
transferees
AGENCY FEES TO PROCESSI PERSON
CLIENT STEPS RESPONSIBLE
ACTIONS BE PAID NG TIME
1. Forwards the 1. Processing of
Copies 1 -4 of DV
Disbursement
Vouchers 1.1. Receives
(DVs), Copies 1-4 None 5 minutes Accounting
supporting of DV, SDs Division/Receiving
documents and Copies /Releasing Staff/
(SDs) and 2-3 of ORS Administrative
Copies 2 - 3 of from the Assistant III
Obligation
Budget
Request and
Division/Unit
Status (ORS)
to the Checks None 5 minutes Accounting
Accounting completenes Division/Receiving/
Division/Unit s of SDs Releasing Staff/
for processing. based on the Administrative
checklist. Assistant III

168
 If incomplete, None 5 minutes Accounting
returns to the Division/Receiving/
party Releasing Staff/
concerned for Administrative
compliance. Assistant III

If complete, None 5 minutes Accounting

stamps Division/Receiving/
“Received” Releasing Staff/
and indicates Administrative
date of Assistant III
receipt and
initials on the
stamped
“Received”
portion ofthe
DV.
Assigns DV None 5 minutes Accounting
number and Division/Receiving/
record in the Releasing Staff/
logbook the Administrative
DV number Assistant III
and date,
creditor/paye
e, particular
and amount
1.2. Forwards None 5 minutes Accounting
Copies 1-4 of Division/Receiving/
DV, SDs and Releasing Staff/
Copies 2-3 of Administrative
Copies 1-4 of Assistant III
DV, SDs and
Copies 2-3 of
ORS to the
Processing
Staff
Reviews DV None 1 hour Accounting Division/
for Processing Staff /
completenes Administrative
s and Assistant III/
propriety of Administrative
SDs. Assistant II

If incomplete, None 1 hour Accounting

returns to the Division/Receiving/
party Releasing Staff/
concerned for Administrative
compliance. Assistant III

Verifies ORS None 15 minutes Accounting Division/

against DV. If Processing Staff /
the amount in Administrative
the ORS and Assistant III/
DV are the Administrative
same Assistant II
proceeds to
1.6

169
 If the amount None 20 minutes Accounting Division/
in the ORS Accountant I
and DV differ,
prepares
NORSA in
three copies
and signs the
“Prepared
By” portion.

Forwards None 15 minutes Accounting Division/

copies 1 – 3 Processing Staff /
of NORSA, Administrative
Copies 1 – 4 Assistant III/
of DV, Copies Administrative
2 – 3 of ORS Assistant II
and SDs to
the Head of
Accounting
Division for
approval of
NORSA
1.3. Signs the None 30 minutes Accounting Division/
“Approved Head of Accounting
by” portion of Unit/ Authorized
the NORSA. Representative
1.4. Records in None 20 minutes Accounting
the logbook Division/Receiving/
the return of Releasing Staff/
Copies 1 -3 of Administrative
NORSA, Assistant III
Copies 1 – 4
of DV, Copies
2 – 3 of ORS
and SDs to
the Budget
Division for
correction of
Obligation
1.5. Receives None 5 minutes Accounting
Copies 2 – 3 Division/Receiving/
of NORSA, Releasing Staff/
Copies 1 – 4 Administrative
of DV, Copies Assistant III
2 – 4 of ORS
and SDs
1.6. Forwards None 5 minutes Accounting Division/
Copies 1 – 4 Processing Staff /
of DV and Administrative
SDs, Copies Assistant III/
2 – 3 of ORS Administrative
to the Assistant II
Disbursemen
t Unit
Supervisor
for initial of
Box B of DV.

170
 1.7. Initials in Box None 1 hour Accounting Division/
B of DV and Disbursement Unit
forwards Supervisor/
Copies 1 – 4 Accountant III
of DV and
SDs, Copies
2 – 3 of ORS
to the Head of
Accounting
Unit for
signature of
Box B of DV.

1.8. Signs Box B None 1 hour Accounting Division/

of the DV. Head of Accounting
Forwards the Unit/ Authorized
Documents to Representative
the
Receiving/
Releasing
Staff
1.9. Records in None 1 hour Accounting
the logbook Division/Receiving/
the release of Releasing Staff/
Copies 1 – 4 Administrative
of DV and Assistant III
SDs and
Copies 2 – 3
of ORS to the
Head of
Agency or
Authorized
Representati
ve for
approval of
the DV

Total None 7 hours & 20 minutes

g. Monetization of Leave Credits

Office or Division: Accounting Division

Classification: Simple
Type of Government-to-Government (G2G)
Transaction:
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Disbursement Voucher (Original Requesting Unit Office/Service/Division
– 4 copies)
2. Obligation Request and Status Budget Division
(Original – 3 Copies)
3. Approved leave application (ten Human Resource Division
days) with leave credit balance
certified by the Human
Resource Office
4. Request for leave covering Requesting Unit Office/Service/Division
more than ten days duly
approved by the Head of the
Agency

171
Additional Requirement for
monetization of 50 per cent or more:
1. Clinical abstract/ medical Requesting Unit Office/Service/Division
procedures to be undertaken in
case of health, medical and
hospital needs
2. Barangay Certification in case of Requesting Unit Office/Service/Division
need for financial assistance
brought about by calamities,
typhoon, fire, etc.
CLIENT STEPS AGENCY FEES TO PROCESSI PERSON
ACTIONS BE PAID NG TIME RESPONSIBLE
1. Forwards the 1. Processing of
Copies 1 -4 of DV
Disbursement
Vouchers 1.1. Receives
(DVs), Copies 1-4 of None 5 minutes Accounting
supporting DV, SDs and Division/Receiving
documents Copies 2-3 of /Releasing Staff/
(SDs) and ORS from the Administrative
Copies 2 - 3 of Budget Assistant III
Obligation Division/Unit.
Request and
Status (ORS) to Checks None 5 minutes Accounting
the Accounting completeness Division/Receiving
Division/Unit for of SDs based /Releasing Staff/
processing. on the Administrative
checklist. Assistant III

If incomplete, None 5 minutes Accounting

returns to the Division/Receiving
party /Releasing Staff/
concerned Administrative
for Assistant III
compliance
If complete, None 5 minutes Accounting
stamps Division/Receiving
“Received” /Releasing Staff/
and indicates Administrative
date of Assistant III
receipt and
initials on the
stamped
“Received”
portion ofthe
DV.
Assigns DV None 5 minutes Accounting
number and Division/Receiving
record in the /Releasing Staff/
logbook the Administrative
DV number Assistant III
and date,
creditor/paye
e, particular
and amount
1.2. Forwards None 5 minutes Accounting
Copies 1-4 of Division/Receiving
DV, SDs and /Releasing Staff/
Copies 2-3 of Administrative
Copies 1-4 of Assistant III

172
 DV, SDs and
Copies 2-3 of
ORS to the
Processing
Staff
Reviews DV None 1 hour Accounting
for Division/
completeness Processing Staff /
and propriety Administrative
of SDs. Assistant III/
Administrative
Assistant II
If incomplete, None 1 hour Accounting
returns to the Division/Receiving
party /Releasing Staff/
concerned for Administrative
compliance. Assistant III
Verifies ORS None 15 minutes Accounting
against DV. If Division/
the amount in Processing Staff /
the ORS and Administrative
DV are the Assistant III/
same Administrative
proceeds to Assistant II
1.6
If the amount in None 20 minutes Accounting
the ORS and DV Division/
differ, prepares Accountant I
NORSA in three
copies and signs
the “Prepared
By” portion.
1.3. Forwards None 15 minutes Accounting
copies 1 – 3 of Division/
NORSA, Processing Staff /
Copies 1 – 4 Administrative
of DV, Copies Assistant III/
2 – 3 of ORS Administrative
and SDs to Assistant II
the Head of
Accounting
Division for
approval of
NORSA
1.4. Signs the None 30 minutes Accounting
“Approved by” Division/ Head of
portion of the Accounting Unit/
NORSA. Authorized
Representative
1.5. Records in None 20 minutes Accounting
the logbook Division/Receiving
the return of /Releasing Staff/
Copies 1 -3 of Administrative
NORSA, Assistant III
Copies 1 – 4
of DV, Copies
2 – 3 of ORS
and SDs to
the Budget
Division for
correction of
Obligation

173
 1.6. Receives None 5 minutes Accounting
Copies 2 – 3 Division/Receiving
of NORSA, /Releasing Staff/
Copies 1 – 4 Administrative
of DV, Copies Assistant III
2 – 4 of ORS
and SDs
1.7. Forwards None 5 minutes Accounting
Copies 1 – 4 Division/
of DV and Processing Staff /
SDs, Copies 2 Administrative
– 3 of ORS to Assistant III/
the Administrative
Disbursement Assistant II
Unit
Supervisor for
initial of Box B
of DV.
1.8. Initials in Box None 1 hour Accounting
B of DV and Division/
forwards Disbursement Unit
Copies 1 – 4 Supervisor/
of DV and Accountant III
SDs, Copies
2 – 3 of ORS
to the Head
of Accounting
Unit for
signature of
Box B of DV
1.9. Signs Box B None 1 hour Accounting
of the DV. Division/ Head of
Forwards the Accounting Unit/
Documents to Authorized
the Receiving/ Representative
Releasing
Staff.
1.10. Records in None 1 hour Accounting
the logbook Division/Receiving
the release of /Releasing Staff/
Copies 1 – 4 Administrative
of DV and Assistant III
SDs and
Copies 2 – 3
of ORS to the
Head of
Agency or
Authorized
Representativ
e for approval
of the DV

Total Processing Time None 7 hours & 20 minutes

h. Terminal Leave Benefits

Office or Division: Accounting Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)

174
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Disbursement Voucher Requesting Unit Office/Service/Division
(Original – 4 copies)
2. Obligation Request and Status Budget Division
(Original – 3 Copies)
3. Clearance from money, Human Resource Division
property, and legal
accountability from the Central
Office and from Regional Office
of last assignment
4. Certified photocopy of Human Resource Division
employees leave card as at the
last date of service duly audited
by the Personnel Division and
COA/ Certificate of leave
credits issued by the Admin/
Human Resource Management
Office (HRMO)
5. Approved leave application Human Resource Division
6. Complete Service Record Human Resource Division
7. Statement of Assets, Liabilities Human Resource Division
and Net Worth (Exit SALN)
8. Certified photocopy of Human Resource Division
appointment/ Notice of Salary
Adjustment (NOSA) showing
the highest salary received if
the salary under the last
appointment is not the highest
9. Computation of terminal leave Human Resource Division
benefits duly signed/certified by
the accountant
10. Applicant’s authorization (in Requesting Unit Office/Service/Division
affidavit form) to deduct all
financial obligations with the
PSA
11. Affidavit of applicant that there Requesting Unit Office/Service/Division
is no pending criminal
investigation or prosecution
against him/her (RA 3019)
12. In case of resignation, Requesting Unit Office/Service/Division
employee’s letter of resignation
duly accepted by the Head of
the Agency
AGENCY FEES TO PROCESSI PERSON
CLIENT STEPS RESPONSIBLE
ACTIONS BE PAID NG TIME
1. Forwards the 1. Processing of
Copies 1 -4 of DV
Disbursement
Vouchers 1.1. Receives
(DVs), Copies 1-4 of None 5 minutes Accounting
supporting DV, SDs and Division/Receiving
documents Copies 2-3 of /Releasing Staff/
(SDs) and ORS from the Administrative
Copies 2 - 3 of Budget Assistant III
Obligation
Division/Unit.

175
Request and
Status (ORS)
to the
Accounting
Division/Unit
for processing.
1.2 Checks None 5 minutes Accounting
completeness Division/Receiving
of SDs based /Releasing Staff/
on the Administrative
checklist. Assistant III
1.3 If incomplete, None 5 minutes Accounting
returns to the Division/Receiving
party /Releasing Staff/
concerned for Administrative
compliance. Assistant III
1.4 If complete, None 5 minutes Accounting
stamps Division/Receiving
“Received” /Releasing Staff/
and indicates Administrative
date of receipt Assistant III
and initials on
the stamped
“Received”
portion ofthe
DV.
1.5 Assigns DV None 5 minutes Accounting
number and Division/Receiving
record in the /Releasing Staff/
logbook the Administrative
DV number Assistant III
and date,
creditor/payee
, particular
and amount

1.6 Forwards None 5 minutes Accounting

Copies 1-4 of Division/Receiving
DV, SDs and /Releasing Staff/
Copies 2-3 of Administrative
Copies 1-4 of Assistant III
DV, SDs and
Copies 2-3 of
ORS to the
Processing
Staff

1.7 Reviews DV None 1 hour Accounting

for Division/
completeness Processing Staff /
and propriety Administrative
of SDs. Assistant III/
Administrative
Assistant II
1.8 If incomplete, None 1 hour Accounting
returns to the Division/Receiving
party /Releasing Staff/

176
 concerned for Administrative
compliance. Assistant III

1.9 Verifies ORS None 15 minutes Accounting

against DV. If Division/
the amount in Processing Staff /
the ORS and Administrative
DV are the Assistant III/
same Administrative
proceeds to Assistant II
1.6
1.10 If the None 20 minutes Accounting
amount in the Division/
ORS and DV Accountant I
differ,
prepares
NORSA in
three copies
and signs the
“Prepared By”
portion.
1.11 Forwards None 15 minutes Accounting
copies 1 – 3 of Division/
NORSA, Processing Staff /
Copies 1 – 4 Administrative
of DV, Copies Assistant III/
2 – 3 of ORS Administrative
and SDs to Assistant II
the Head of
Accounting
Division for
approval of
NORSA
1.12 Signs the None 30 minutes Accounting
“Approved by” Division/ Head of
portion of the Accounting Unit/
NORSA. Authorized
Representative
1.13 Records in None 20 minutes Accounting
the logbook Division/Receiving
the return of /Releasing Staff/
Copies 1 -3 of Administrative
NORSA, Assistant III
Copies 1 – 4
of DV, Copies
2 – 3 of ORS
and SDs to
the Budget
Division for
correction of
Obligation
1.14 Receives None 5 minutes Accounting
Copies 2 – 3 Division/Receiving
of NORSA, /Releasing Staff/
Copies 1 – 4 Administrative
of DV, Copies Assistant III
2 – 4 of ORS
and SDs
1.15 Forwards None 5 minutes Accounting
Copies 1 – 4 Division/

177
 of DV and Processing Staff /
SDs, Copies 2 Administrative
– 3 of ORS to Assistant III/
the Administrative
Disbursement Assistant II
Unit
Supervisor for
initial of Box B
of DV.
1.16 Initials in None 1 hour Accounting
Box B of DV Division/
and forwards Disbursement Unit
Copies 1 – 4 Supervisor/
of DV and Accountant III
SDs, Copies 2
– 3 of ORS to
the Head of
Accounting
Unit for
signature of
Box B of DV.
1.17 Signs Box B None 1 hour Accounting
of the DV. Division/ Head of
Forwards the Accounting Unit/
Documents to Authorized
the Receiving/ Representative
Releasing
Staff.
1.18 Records in None 1 hour Accounting
the logbook Division/Receiving
the release of /Releasing Staff/
Copies 1 – 4 Administrative
of DV and Assistant III
SDs and
Copies 2 – 3
of ORS to the
Head of
Agency or
Authorized
Representativ
e for approval
of the DV

Total Processing Time None 7 hours & 20 minutes

i. Payment of Utilities

Office or Division: Accounting Division

Classification: Simple
Type of Government-to-Government (G2G)
Transaction:
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Disbursement Voucher General Services Division
(Original – 4 copies)
2. Obligation Request and Status Budget Division
(Original – 3 Copies)

178
 3. Annex “B” Certification on General Services Division
Required Pertinent Documents
for DV
4. Billing or Statement of Account General Services Division
5. Summary List of Account No. General Services Division
6. Certification, if applicable General Services Division

AGENCY FEES TO PROCESSI PERSON

CLIENT STEPS RESPONSIBLE
ACTIONS BE PAID NG TIME
1. Forwards the 1. Processing of
Copies 1 -4 of DV
Disbursement
Vouchers 1.1. Receives
(DVs), Copies 1-4 of None 5 minutes Accounting
supporting DV, SDs and Division/Receiving
documents Copies 2-3 of /Releasing Staff/
(SDs) and ORS from Administrative
Copies 2 - 3 of the Budget Assistant III
Obligation
Division/Unit
Request and
Status (ORS) to
the Accounting Checks None 5 minutes Accounting
Division/Unit for completenes Division/Receiving
processing. s of SDs /Releasing Staff/
based on the Administrative
checklist. Assistant III
If None 5 minutes Accounting
incomplete, Division/Receiving
returns to the /Releasing Staff/
party Administrative
concerned Assistant III
for
compliance
If complete, None 5 minutes Accounting
stamps Division/Receiving
“Received” /Releasing Staff/
and Administrative
indicates Assistant III
date of
receipt and
initials on the
stamped
“Received”
portion ofthe
DV.
Assigns DV None 5 minutes Accounting
number and Division/Receiving
record in the /Releasing Staff/
logbook the Administrative
DV number Assistant III
and date,
creditor/paye
e, particular
and amount
1.2. Forwards None 5 minutes Accounting
Copies 1-4 Division/Receiving
of DV, SDs /Releasing Staff/
and Copies
2-3 of

179
 Copies 1-4 Administrative
of DV, SDs Assistant III
and Copies
2-3 of ORS
to the
Processing
Staff
Reviews DV None 1 hour Accounting
for Division/
completeness Processing Staff /
and propriety Administrative
of SDs. Assistant III/
Administrative
Assistant II
If incomplete, None 1 hour Accounting
returns to the Division/Receiving
party /Releasing Staff/
concerned for Administrative
compliance. Assistant III
Verifies ORS None 15 minutes Accounting
against DV. If Division/
the amount in Processing Staff /
the ORS and Administrative
DV are the Assistant III/
same Administrative
proceeds to Assistant II
1.6
If the amount None 20 minutes Accounting
in the ORS Division/
and DV differ, Accountant I
prepares
NORSA in
three copies
and signs the
“Prepared By”
portion.
1.3. Forwards None 15 minutes Accounting
copies 1 – 3 of Division/
NORSA, Processing Staff /
Copies 1 – 4 Administrative
of DV, Copies Assistant III/
2 – 3 of ORS Administrative
and SDs to Assistant II
the Head of
Accounting
Division for
approval of
NORSA
1.4. Signs the None 30 minutes Accounting
“Approved by” Division/ Head of
portion of the Accounting Unit/
NORSA. Authorized
Representative
1.5. Records in None 20 minutes Accounting
the logbook Division/Receiving
the return of /Releasing Staff/
Copies 1 -3 of
NORSA,

180
 Copies 1 – 4 Administrative
of DV, Copies Assistant III
2 – 3 of ORS
and SDs to
the Budget
Division for
correction of
Obligation
1.6. Receives None 5 minutes Accounting
Copies 2 – 3 Division/Receiving
of NORSA, /Releasing Staff/
Copies 1 – 4 Administrative
of DV, Copies Assistant III
2 – 4 of ORS
and SDs
1.7. Forwards None 5 minutes Accounting
Copies 1 – 4 Division/
of DV and Processing Staff /
SDs, Copies Administrative
2 – 3 of ORS Assistant III/
to the Administrative
Disbursement Assistant II
Unit
Supervisor for
initial of Box B
of DV.
1.8. Initials in Box None 1 hour Accounting
B of DV and Division/
forwards Disbursement Unit
Copies 1 – 4 Supervisor/
of DV and Accountant III
SDs, Copies
2 – 3 of ORS
to the Head of
Accounting
Unit for
signature of
Box B of DV.
1.9. Signs Box B None 1 hour Accounting
of the DV. Division/ Head of
Forwards the Accounting Unit/
Documents to Authorized
the Representative
Receiving/
Releasing
Staff.
1.10. Records None 1 hour
in the logbook Accounting
the release of Division/Receiving
Copies 1 – 4 /Releasing Staff/
of DV and Administrative
SDs and Assistant III
Copies 2 – 3
of ORS to the
Head of
Agency or
Authorized
Representativ
e for approval
of the DV

181
 Total None 7 hours & 20 minutes

j. Payment for Resource Person/Lecturers

Office or Division: Accounting Division

Classification: Simple
Type of Government-to-Government (G2G)
Transaction:
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Disbursement Voucher (Original Requesting Unit Office/Service/Division
– 4 copies)
2. Obligation Request and Status Budget Division
(Original – 3 Copies)
3. Certification of Services Requesting Unit Office/Service/Division
Rendered
4. Duly signed Special Order Requesting Unit Office/Service/Division
5. Course Syllabus/ Program of Requesting Unit Office/Service/Division
Lecturers
6. Attendance Sheet Requesting Unit Office/Service/Division
7. Computation of Honoraria Requesting Unit Office/Service/Division
8. Copy of Notice of Salary Requesting Unit Office/Service/Division
Adjustment/ Authenticated Pay
Slip
9. Tax Identification Number Requesting Unit Office/Service/Division
FEES PERSON
PROCESSI
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBLE
NG TIME
PAID
1. Forwards the 1. Processing of DV
Copies 1 -4
of 1.1. Receives
Disbursemen Copies 1-4 of
t Vouchers DV, SDs and None 5 minutes Accounting
(DVs), Copies 2-3 of Division/Receiving
supporting ORS from the /Releasing Staff/
documents Budget Administrative
(SDs) and Division/Unit. Assistant III
Copies 2 - 3
of Obligation 1.2 Checks None 5 minutes Accounting
Request and completeness of Division/Receiving
Status (ORS) SDs based on the /Releasing Staff/
to the checklist. Administrative
Accounting
Division/Unit Assistant III
for 1.3 If incomplete, None 5 minutes Accounting
processing. returns to the Division/Receiving
party concerned /Releasing Staff/
for compliance. Administrative
Assistant III
1.4 If complete, None 5 minutes Accounting
stamps Division/Receiving
“Received” and /Releasing Staff/
indicates date of
182
receipt and Administrative
initials on the Assistant III
stamped
“Received”
portion of the DV.
1.5 Assigns DV None 5 minutes Accounting
number and Division/Receiving
record in the /Releasing Staff/
logbook the DV Administrative
number and date, Assistant III
creditor/payee,
particular and
amount
1.6 Forwards None 5 minutes Accounting
Copies 1-4 of DV, Division/Receiving
SDs and Copies /Releasing Staff/
2-3 of Copies 1-4 Administrative
of DV, SDs and Assistant III
Copies 2-3 of
ORS to the
Processing Staff

1.7 Reviews DV None 1 hour Accounting

for completeness Division/
and propriety of Processing Staff /
SDs. Administrative
Assistant III/
Administrative
Assistant II

1.8 If incomplete, None 1 hour Accounting

returns to the Division/Receiving
party concerned /Releasing Staff/
for compliance. Administrative
Assistant III
1.9 Verifies ORS None 15 minutes Accounting
against DV. If the Division/
amount in the Processing Staff /
ORS and DV are Administrative
the same Assistant III/
proceeds to 1.6 Administrative
Assistant II
1.10 If the None 20 minutes Accounting
amount in the Division/
ORS and DV Accountant I
differ, prepares
NORSA in three
copies and signs
the “Prepared By”
portion.
1.11 Forwards None 15 minutes Accounting
copies 1 – 3 of Division/
NORSA, Copies Processing Staff /
1 – 4 of DV, Administrative
Copies 2 – 3 of Assistant III/
ORS and SDs to Administrative
the Head of Assistant II
Accounting
Division for

183
 approval of
NORSA

1.12 Signs the None 30 minutes Accounting

“Approved by” Division/ Head of
portion of the Accounting Unit/
NORSA Authorized
Representative
1.13 Records in the None 20 minutes Accounting
logbook the Division/Receiving
return of Copies 1 /Releasing Staff/
-3 of NORSA, Administrative
Copies 1 – 4 of Assistant III
DV, Copies 2 – 3
of ORS and SDs
to the Budget
Division for
correction of
Obligation
1.14 Receives None 5 minutes Accounting
Copies 2 – 3 of Division/Receiving
NORSA, Copies /Releasing Staff/
1 – 4 of DV, Administrative
Copies 2 – 4 of Assistant III
ORS and SDs
1.15 Forwards None 5 minutes Accounting
Copies 1 – 4 of Division/
DV and SDs, Processing Staff /
Copies 2 – 3 of Administrative
ORS to the Assistant III/
Disbursement Administrative
Unit Supervisor Assistant II
for initial of Box B
of DV.
1.16 Initials in Box B None 1 hour Accounting
of DV and Division/
forwards Copies Disbursement Unit
1 – 4 of DV and Supervisor/
SDs, Copies 2 – 3 Accountant III
of ORS to the
Head of
Accounting Unit
for signature of
Box B of DV.
1.17 Signs Box B of None 1 hour Accounting
the DV. Forwards Division/ Head of
the Documents to Accounting Unit/
the Receiving/ Authorized
Releasing Staff. Representative

1.18 Records in the None 1 hour Accounting

logbook the Division/Receiving
release of Copies /Releasing Staff/
1 – 4 of DV and Administrative
SDs and Copies Assistant III
2 – 3 of ORS to
the Head of
Agency or
Authorized

184
 Representative
for approval of
the DV

Total Processing Time None 7 hours & 20 minutes

k. Payment of Freight Charges

Office or Division: Accounting Division

Classification: Simple
Type of Government-to-Government (G2G)
Transaction:
Who may avail: PSA Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Disbursement Voucher General Service Division
(Original – 4 copies)
2. Obligation Request and Status Budget Division
(Original – 3 Copies)
3. Annex “B” Certification on General Service Division
Required Pertinent Documents
for DV
4. Approved Contract General Service Division
5. Billing Statement/ Statement of General Service Division
Account
FEES PERSON
AGENCY PROCESSIN
CLIENT STEPS TO BE RESPONSIBLE
ACTIONS G TIME
PAID
1. Forwards the 1. Processing of
Copies 1 -4 of DV
Disbursement
Vouchers 1.1. Receives
(DVs), Copies 1-4 of None 5 minutes Accounting
supporting DV, SDs and Division/Receivin
documents Copies 2-3 of g/Releasing Staff/
(SDs) and ORS from Administrative
Copies 2 - 3 of the Budget Assistant III
Obligation
Division/Unit
Request and
Status (ORS) to
the Accounting Checks None 5 minutes Accounting
Division/Unit for completeness Division/Receivin
processing. of SDs based g/Releasing Staff/
on the Administrative
checklist. Assistant III
If incomplete, None 5 minutes Accounting
returns to the Division/Receivin
party g/Releasing Staff/
concerned for Administrative
compliance Assistant III
If complete, None 5 minutes Accounting
stamps Division/Receivin
“Received” g/Releasing Staff/
and indicates Administrative
date of receipt Assistant III

185
 and initials on
the stamped
“Received”
portion ofthe
DV.
Assigns DV None 5 minutes Accounting
number and Division/Receivin
record in the g/Releasing Staff/
logbook the Administrative
DV number Assistant III
and date,
creditor/paye
e, particular
and amount
1.2. Forwards None 5 minutes Accounting
Copies 1-4 of Division/Receivin
DV, SDs and g/Releasing Staff/
Copies 2-3 of Administrative
Copies 1-4 of Assistant III
DV, SDs and
Copies 2-3 of
ORS to the
Processing
Staff
Reviews DV None 1 hour Accounting
for Division/
completeness Processing Staff /
and propriety Administrative
of SDs. Assistant III/
Administrative
Assistant II
If incomplete, None 1 hour Accounting
returns to the Division/Receivin
party g/Releasing Staff/
concerned for Administrative
compliance. Assistant III
Verifies ORS None 15 minutes Accounting
against DV. If Division/
the amount in Processing Staff /
the ORS and Administrative
DV are the Assistant III/
same Administrative
proceeds to Assistant II
1.6
If the amount None 20 minutes Accounting
in the ORS Division/
and DV differ, Accountant I
prepares
NORSA in
three copies
and signs the
“Prepared By”
portion.
Forwards None 15 minutes Accounting
copies 1 – 3 of Division/
NORSA, Processing Staff /
Copies 1 – 4 Administrative
of DV, Copies Assistant III/
2 – 3 of ORS
186
 and SDs to Administrative
the Head of Assistant II
Accounting
Division for
approval of
NORSA
1.3. Signs the None 30 minutes Accounting
“Approved by” Division/ Head of
portion of the Accounting Unit/
NORSA. Authorized
Representative
1.4. Records in None 20 minutes Accounting
the logbook Division/Receivin
the return of g/Releasing Staff/
Copies 1 -3 of Administrative
NORSA, Assistant III
Copies 1 – 4
of DV, Copies
2 – 3 of ORS
and SDs to
the Budget
Division for
correction of
Obligation
1.5. Receives None 5 minutes Accounting
Copies 2 – 3 Division/Receivin
of NORSA, g/Releasing Staff/
Copies 1 – 4 Administrative
of DV, Copies Assistant III
2 – 4 of ORS
and SDs
1.6. Forwards None 5 minutes Accounting
Copies 1 – 4 Division/
of DV and Processing Staff /
SDs, Copies 2 Administrative
– 3 of ORS to Assistant III/
the Administrative
Disbursement Assistant II
Unit
Supervisor for
initial of Box B
of DV.
1.7. Initials in Box None 1 hour Accounting
B of DV and Division/
forwards Disbursement
Copies 1 – 4 Unit Supervisor/
of DV and Accountant III
SDs, Copies 2
– 3 of ORS to
the Head of
Accounting
Unit for
signature of
Box B of DV.

187
 1.8. Signs Box B None 1 hour Accounting
of the DV. Division/ Head of
Forwards the Accounting Unit/
Documents to Authorized
the Representative
Receiving/
Releasing
Staff.

1.9. Records in None 1 hour Accounting

the logbook Division/Receivin
the release of g/Releasing Staff/
Copies 1 – 4 Administrative
of DV and Assistant III
SDs and
Copies 2 – 3
of ORS to the
Head of
Agency or
Authorized
Representativ
e for approval
of the DV
Total Processing Time None 7 hours & 20 minutes

188
 Finance and Administrative Service, GSD

1. Provision of Janitorial Services

Designation of janitors to different PSA units which at the same time are called upon
to assist needed services based on submitted Job Order Form (JOF)

Office or Division: General Services Division, Janitorial Services Unit

Classification: Simple
Type of Transaction: G2G
Who may avail: PSA officials, employees and COSWs
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Job Order Form for Janitorial Services Gen. Admin. Support Unit, 11/F., Centris
One Eton, Quezon City
FEES PERSON
PROCESSIN
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
G TIME
PAID E
1. Submit Job 1.1 Receive and None 5 minutes Unit Head
Order Form control the JOF for Asst. Unit
(JOF) monitoring Head
purposes Admin. Asst. V
Admin Asst. II

1.2 Approve JOF None 5 minutes Unit Head

1.3 Coordinate to the None 30 minutes Unit Head
janitorial team the Asst. Unit
task/s to be done Head
1.4 After completion of None 10 minutes Unit Head
task, resubmit Asst. Unit
JOF to the end- Head Admin.
user for the Aide III
accomplishment
of the Evaluation/
Feedback Form
2. Accomplish 2.1 Receive JOF and None 5 minutes Unit Head
Evaluation/ ensure Asst. Unit
Feedback completeness of Head Admin.
Form at the entries/signature Aide III
back of the of the end-user
JOF 2.2 Submit JOF to the None 15 minutes Unit Head
Unit Head for Team Leader:
consolidation with Admin. Aide III
other JOFs
None 1 hour
TOTAL:
10 minutes

2. Payment of Electricity and Water

Remuneration of billing statement for Electricity and Water

Office or Division: General Services Division, Motor Pool Unit

Classification: Complex
Type of Transaction: G2B
Who may avail: Service Provider/s
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Billing Statement
AGENCY FEES TO PROCESSI PERSON
CLIENT STEPS
ACTIONS BE PAID NG TIME RESPONSIBLE

189
 1. Submit Billing 1.1Receive, control None 15 minutes Admin. Asst. II
Statement and screen Admin. Asst. V
details of the Admin Asst. II
billing statement
1.2 Endorse to None 4 hours Admin. Asst. II
Electrical and Admin. Asst. V
Maintenance Unit Admin Asst. II
for the
1.3 Prepare None 1 day Unit Head
Certificate of (Electrical and
Actual Maintenance
Consumption Unit)
(CAC) based on
actual reading of
meters
conducted
1.4 Receive and None 15 minutes Admin. Asst. II
review CAC as Admin. Asst. V
supporting Admin Asst. II
document
1.5 Prepare and None 1 hour Admin. Asst. II
endorse Admin. Asst. V
Disbursement Admin Asst. II
Voucher (DV)
and attach
supporting
documents
1.6 Review, certify None GSD – 4 Division Chief-
(GSD), prepare hours GSD/
ORS (BD), certify BD – 2 hours BD/AD
(AD), approve for AD – 1 day ANS, FAS/
payment (OANS/ ANS, FAS/ DNS,CRCSO/
ODNS/ONS) DNS, NSCRG
CRCSO/
NSCRG –1
day
1.7 Prepare None 4 hours Admin. Officer III
Check/ADA Admin. Asst III
1.8 Approve None 1 day ANS, FAS/
Check/ ADA DNS,CRCSO/
NSCRG
2. 3.1. Release None 15 minutes Admin. Officer III
Acknowledge/sign Check /ADA Admin. Asst III
“Receipt of
payment” in the DV
4. Receive 4.1. Update None 10 minutes Admin. Asst. II
Payment monitoring form Admin. Asst. V
(Check/ADA) (GAS staff)
5 days 7 hours and 55
TOTAL: None
minutes

3. Payment of Petroleum, Oil and Lubricants for PSA Service Vehicles

Remuneration of billing statement for petroleum, oil and lubricants for the PSA service vehicles

Office or Division: General Services Division, Motor Pool Unit

Classification: Complex
Type of Transaction: G2B
Who may avail: Service Provider/s
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Billing Statement Service provider
190
 FEES TO PROCESSI PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID NG TIME RESPONSIBLE
1. Submit Billing 1.1 Receive and None 15 minutes Admin. Asst. II
Statement screen details of Admin. Asst. V
the billing Admin Asst. II
statement
1.2 Prepare monthly None 2 days Admin. Asst. II
consumption Admin. Asst. V
report and Admin Asst. II
Summary of trips
completed as
attachment for DV
1.3 Prepare and None 4 hours Unit Head
endorse (Electrical and
Disbursement Maintenance
Voucher (DV) and Unit)
attach supporting
documents
1.4 Review, certify None GSD – 4 Division Chief-
(GSD), prepare hours GSD/
ORS (BD), certify BD – 2 hours BD/AD
(AD), approve for AD – 1 day ANS, FAS/
payment (OANS/ ANS, FAS/ DNS,CRCSO/
ODNS/ONS) DNS, NSCRG
CRCSO/
NSCRG –1
day
1.5 Prepare None 4 hours Admin. Officer III
Check/ADA Admin. Asst III
1.6 Approve Check/ None 1 day ANS, FAS/
ADA DNS,CRCSO/
NSCRG
2. Acknowledg 2.1. Release Check None 15 minutes Admin. Officer III
e/sign /ADA Admin. Asst III
“Receipt of
payment” in
the DV
3. Receive 3.1. Update None 10 minutes Admin. Asst. II
Payment monitoring form Admin. Asst. V
(Check/ADA) (GAS staff)
5 days 7 hours and 55
TOTAL: None
minutes

4. Disposal of Unserviceable Properties/Equipment

Transfer Without Cost (Donation) of Properties/Equipment to Government Agency
(National/Local)/Government Schools
Unserviceable property/equipment are those that are considered obsolete (due to
technological advancement, change of procedure/project), no longer needed by the
agency, or those beyond economic repair. This process covers the receipt of request for
donation, approval of Deed of Donation, pick-up of unserviceable property/equipment and
update of the Asset Tracking System (ATS) and PPE books of accounts.

Office or Division: General Services Division, Property Unit

Classification: Highly Technical
Type of Transaction: G2G
Who may avail: Government Agency (National/Local)/Government Schools
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request and reply letters, approved Requesting Unit
Inventory and Inspection Report of GSD-Property Unit

191
Unserviceable Property (IIRUP), letters
to COA for inspection of equipment for
donation and turn-over of donated
equipment, Invoice Receipt, Property
Transfer Report, Deed of Donation,
Acknowledgement Receipt, and
pictures
CLIENT FEES TO PROCESSIN PERSON
AGENCY ACTIONS
STEPS BE PAID G TIME RESPONSIBLE
1. Submit 1.1 Receive, control None 2 minutes Admin. Asst. V
request the letter
letter to 1.2 Prepare reply letter None 5 minutes Admin. Asst. V
ONS/ Admin. Officer IV
CRCSO/ 1.3 Review and put None 2 minutes Admin. Officer IV
OANS - initial in the reply Admin. Officer V
FAs letter for
endorsement to
GSD Division Chief
(DC) for review and
initial

Submit 1.4 Initial of DC and None 1 day Division Chief,

request endorsement to GSD
letter to OANS FAS/DNS,
ONS/ CRCSO as Vice-
CRCSO/OA Chair/Chair of
NS -FAS Special Bids and
(Cont’d) Awards Committee
on Disposal
1.5 Approve letter None 1 day ANS/DNS
1.6 Send approved None 1 day Admin. Asst. V
letter to the
requesting office
1.7 If there is a list of None 20 minutes Admin. Officer
property/equip- IV
ment for donation,
encode and print
the IIRUP based
on the needs of
the requesting
agency for
approval of DC

If without available list None 10 minutes Admin. Asst. II

for donation, per item Admin. Asst. III
conduct Inventory Admin. Asst. IV
of property/ Admin. Officer
equipment for III
possible donation Admin. Officer
IV
Admin. Officer V
1.8 Verify from None 1 day Admin. Asst. II
logbook, Asset Admin. Asst. III
Tracking Admin. Asst. IV
(ATS)/book of Admin. Officer
accounts of PPE III
for equipment with Admin. Officer
no property IV
number/
acquisition cost/
year purchased

192
 1.3 Put initial and None 1 day Admin. Officer
endorse the IIRUP IV
to DC for Approval Admin. Officer V
of Request for
Disposal
1.4 Approve and None 1 day Division Chief,
endorse the GSD
IIRUP to ANS-
FAS (as Vice-
Chairperson of
SBAC on
Disposal) for
initial under the
name of the
National
1. Submit Statistician and
request Civil Registrar
letter to General
ONS/ (NSCRG)
CRCSO/OA 1.5 Put initial and None 1 day ANS, FAS
NS -FAS endorse IIRUP
(Cont’d) for initial of DNS-
CRCSO (as
Chairperson of
SBAC on
Disposal)
1.6 Put initial and None 1 day DNS, CRCSO
endorse the
IIRUP to NSCRG
1.7 Approve IIRUP None 7 days NSCRG
1.8 Prepare, review, None 5 minutes Admin. Officer
initial letter IV
request to COA Admin. Officer V
for inspection
1.9 Put initial and None 1 day Division Chief,
endorse the GSD
request letter to
ANS-FAS for
approval
1.10 Approve letter None 1 day ANS-FAS
1.11 Route the letter to None 1 hour Admin. Asst. II
COA Admin. Asst. III
Admin. Asst. IV
1.12 If no correction, None 2 – 3 hours Admin. Asst. II
prepare required Admin. Officer
documents IV
(Property Admin. Officer V
Transfer Report,
Invoice Receipt,
1. Submit letter to Donee,
request Deed of Donation
letter to and Acceptance
ONS/ 1.13 If with correction, None 2 – 3 hours Admin. Asst. II
CRCSO/OA verify from the Admin. Asst. III
NS -FAS books of Admin. Asst. IV
(Cont’d) accounts and Admin. Officer
reflect the III
changes Admin. Officer
IV
Admin. Officer V
Put initial to the
changes

193
 1.14 Review, put initial None 1 hour Admin. Officer
and endorse the IV
required Admin. Officer V
documents to DC
for approval
1.15 Approve required None 1 day Division Chief,
documents GSD
(Property
Transfer Report,
Invoice Receipt)
1.16 Endorse the None 1 day Division Chief,
Deed of Donation GSD
to ANS/OIC-FAS
as SBAC Vice-
Chairperson on
Disposal for initial
1.17 Put initial and None 1 day ANS/OIC, FAS
endorse the
Deed of Donation
to DNS/OIC as
Chairperson on
Disposal
1.18 Put initial and None 1 day DNS/OIC -
endorse the CRCSO
Deed of Donation
to NSCRG for
approval
1.19 Approve Deed of None 7 days NSCRG
Donation
1.20 Inform the None 15 minutes Admin. Asst. II
requesting Admin. Asst. III
agency/school Admin. Asst. IV
(email/call/text Admin. Officer
message) on III
schedule of turn- Admin. Officer
over of donated IV
property/equip- Admin. Officer V
ment
2. Reply on 2.1 Prepare, put initial None 3 minutes Admin. Officer
schedule of and endorse the IV
pick-up of letter to COA to Admin. Officer V
donated witness the turn-
property/ over of property/
equipment equipment
2.2 Review, initial and None 1 day Division Chief,
endorse the letter GSD
to COA to
ANS/OIC-FAS
2.3 Approve letter to None 1 day ANS/OIC-FAS
COA
2.4 Route the letter to None 1 hour Admin. Asst. II
COA Admin. Asst. III
Admin. Asst. IV
2.5 Inform the None 15 minutes Admin. Officer
requesting III
agency/school Admin. Officer
(email/call/text IV
message) on the Admin. Officer V
scheduled pick-up
2.6 Prepare and sign None 3 minutes Admin. Officer
the gate pass IV

194
 2.7 Review and None 3 minutes Admin. Officer V
approve the gate
pass
3. Notarize 3.1 Receive and None 5 minutes Admin. Asst. II
Deed of control the Admin. Asst. III
Donation notarized Deed of Admin. Asst. IV
and Donation and
Acceptance Acceptance
by the 3.2 Photo copy the None 1 – 2 hours Admin. Asst. II
requesting documents for file Admin. Asst. III
agency/scho Admin. Asst. IV
ol 3.3 Prepare, review None 10 minutes Admin. Officer
and put initial to IV
the request letter Admin. Officer V
to Accounting
Division for
dropping from the
PPE books of
accounts (with
attached required
documents)
3.4 Approve letter None 1 day Division Chief,
GSD
3.5 Control and route None 10 minutes Admin. Asst. II
to Accounting Admin. Asst. III
Division Admin. Asst. IV
3.6 Receive and None 2 minutes Admin. Asst. II
control the Journal Admin. Asst. III
Entry Voucher Admin. Asst. IV
(JEV)
3.7 Update the Asset None For: Per Page Admin. Officer
Tracking System of IRRUP IV
(ATS) and PPE
books of accounts 1 page–1 hour

2–3 pages–2
hours

3-5 pages –4
hours

TOTAL: None 32 days 7 hours 56 minutes

5. Release of Office Clearance to Employees

Approval of Office Clearance Form, specifically on property accountability for

requesting PSA employees.

Office or Division: General Services Division – Property Unit

Classification: Simple
Type of Transaction: G2G
Who may avail: PSA employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
PAR GSD-Property Unit
Return Receipt of Equipment
Approved IRRUP with JEV
CLIENT FEES TO PROCESSIN PERSON
AGENCY ACTIONS
STEPS BE PAID G TIME RESPONSIBLE
1. Submit 1.1 Receive and control of None 5 minutes Admin. Asst. V
Clearance Clearance Form

195
 Form to 1.2 Route to concern None 2 minutes Admin. Asst. V
Property Unit designated employee
- GSD (Office/Service/Regional
Office and its Provincial
Offices)
1.3 Assess the purpose of None 3 minutes Admin. Asst. II
clearance Admin. Asst. III
Admin. Asst. V
Admin. Officer III
1.4 If for temporary transfer, None 10 minutes Admin. Asst. II
verify if there is an Admin. Asst. III
attached accomplished Admin. Asst. V
Temporary Transfer Admin. Officer III
Form (TTF)

If without attached TTF,

inform the employee to
attach accomplished
TTF
1.5 Verify the attached None 20 minutes Admin. Asst. II
requirements Admin. Asst. III
(PAR/ICS/Return Admin. Asst. V
Receipt of Admin. Officer III
Equipment/Approved
IIRUP with JEV) from
Legacy System (for the
property accountability
of the employee)
2. Submit the 2.1 Check for None 15 minutes Admin. Asst. II
required completeness/ Admin. Asst. III
documents correctness of the Admin. Asst. V
(PAR/ICS/TT submitted documents Admin. Officer III
F/IIRUP with
JEV) Initial of the designated
property staff and
endorsement to
supervisors
2.2 Review and put initial None 5 minutes Admin. Officer
on the clearance under IV
the name of DC Admin. Officer V
2.3 Scan and file copy of None 5 minutes Admin. Asst. II
the documents and Admin. Asst. III
update in the Legacy Admin. Asst. V
Systems (PEITS, ICS Admin. Officer III
Semi-Expendable and
ATS)
3. Follow-up 3.1 Release the clearance None 3 minutes Admin. Asst. V
(Employee/ to liaison
liaison officer/employee for
officer) signature
3.2 If with unaccounted/lost Varies 15 minutes Admin. Asst. II
PPE, provide the depending Admin. Asst. III
employee printed on the Admin. Asst. V
details on the computati Admin. Officer III
unaccounted on of
property/equipment and Accountin
inform him/her to g Division
proceed to Accounting
Division for
computation of
payment of lost PPE

196
 and secure order of
payment
4. Submit copy 4.1 Receive copy of OR Varies 5 minutes Admin. Asst. II
of OR (to depending Admin. Asst. III
Property on the Admin. Asst. V
Unit) computati Admin. Officer III
on of
Accountin
g Division
4. Submit copy 4.2 Attach the certified copy None 8 minutes Admin Asst.
of OR (to of the OR. Scan and file
Property documents
Unit)–Cont’d 4.3 Update Asset Tracking None 12 minutes Admin. Asst. II
System (ATS) Admin. Asst. III
Admin. Officer
III
4.4 Review and put initials None 5 minutes Admin. Officer
on the clearance under IV
the name of the Chief of Admin. Officer
GSD V
5. Employee/ 5.5 Release the clearance None 5 minutes Admin. Asst. V
liaison officer GSD Chief for signature
5.6 Approve/endorse to None 2 hours Division Chief
next signatory
TOTAL: Variable 4 hours and 5 minutes

6. Disposal of Unserviceable Properties/Equipment

Public Bidding of Unserviceable Properties/Equipment
Unserviceable property/equipment are those that are considered obsolete (due to
technological advancement, change of procedure/project), no longer needed by the
agency, or those beyond economic repair. The process involves the conduct of public
bidding to business owners of junkshops until the winning bidder accepts the sold
unserviceable properties/equipment.

Office or Division: General Services Division, Property Unit

Classification: Complex
Type of Transaction: G2B
Who may avail: Business owners of junkshops and other similar types of
business
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Bidding Form, PSAnet
Income Tax Return with BIR stamped/ GSD-Property Unit
Tax Debit Memo (TDM),
Mayor’s Permit
CLIENT FEES TO PROCESSI PERSON
AGENCY ACTIONS
STEPS BE PAID NG TIME RESPONSIBLE
1. Secure 1.1 Assist client; give None 5 minutes Admin. Asst. II
Invitation to copy of Admin. Asst. III
Bid and Bid theinvitation and Admin. Officer III
Form from Bid Form Admin. Officer IV
Property Admin. Officer V
Unit 1.2 Assist the bidder in None 15 minutes Admin. Asst. II
(Secretariat the viewing of Admin. Asst. III
on SBAC on property/equip- Admin. Officer III
Disposal) ment for sale Admin. Officer IV

197
2. Attend Pre- 2.1 Assist clients and None 1 hour Admin. Asst. II
bid have them sign in Admin. Asst. III
Conference the attendance (Secretariat on
sheet SBAC on
Disposal)
Admin. Officer III
Admin. Officer IV
Admin. Officer V
3. Attend 3.1 Assist clients and None 3 hours Admin. Asst. II
Bidding have them sign in Admin. Asst. III
the attendance (Secretariat on
sheet SBAC on
Disposal)
Admin. Officer III
Admin. Officer IV
Admin. Officer V
3.1 Receive the sealed None 1 day Admin. Asst. V
bid envelope and
put time of receipt
in the envelop
3.2 Drop in the bid box Depends 2 minutes Admin. Asst. II
in the presence of on the Bid Admin. Asst. III
the bidder (Secretariat on
SBAC on
Disposal)
Admin. Officer III
3.3 Open the sealed None 5 minutes Admin. Officer V
envelope
according to time
of submission (in
front of the SBAC
on Disposal,
Disposal
Committee, COA
and Internal Audit
representatives)
3.4 Read the Bid Form; None 10-15 Admin. Officer V
verify the required minutes
documents and (depends
count attached bid on the
bonds attached
required
documents)
4. 4.1 Return the bid None 30 minutes Admin. Asst. II
Disqualified/ bond and have to 1 hour
non-winning them signed the (depending
bidders Acknowledgment on the
receive the Receipt number of
bid bond bidders that
have
participated
)
5. Winning 5.1 Assist the winning None 30 minutes Admin. Asst. II
bidder obtain bidder get the Admin. Asst. III
the Order of Order of Payment Admin. Asst. V
Payment from Accounting Admin. Officer III
Division
5.2 Inform the bidder None 1 minute Admin. Asst. II
to pay at the Admin. Asst. III
Cashier and return Admin. Asst. V
the Official Receipt Admin. Officer III
to Property Unit Admin. Officer IV

198
 Admin. Officer V
6. Winning 6.1 Secure photocopy None 2 minutes ANS, FAS
Bidder of the OR for file in
shows the the bidding
OR documents
6.2 Prepare the None 5 days Admin. Asst. III
minutes, Summary (Secretariat)
of Submitted
Quotation, SBAC
Resolution and
Notice of Award
6.3 Review and edit None 1 day Admin. Officer V
the minutes,
Summary of
Submitted
Quotation (SSQ),
SBAC Resolution
and Notice of
Award
6.4 Email the None 5 minutes Admin. Officer V
corrections to
Secretariat for
printing
6.5 Print the minutes None 10 minutes Admin. Asst. III
and other (Secretariat on
documents SBAC on
Disposal)
6.6 Sign the minutes None 10 minutes Admin. Officer V
and endorse the
minutes, Summary
of Submitted
Quotation, SBAC
Resolution and
Notice of Award to
GSD Division Chief
for signature
6.7 Review, sign the None 1 day Division Chief,
minutes and GSD
SSQ;put initial in
other documents
and endorse to
ANS-FAS for
approval
6.8 Review, sign the None 2 days ANS, FAS
minutes, SSQ,
SBAC Resolution
and put initial in the
Notice of Award
(NOA)
6.9 Route minutes, None 1 day ANS, FAS
SSQ, SBAC
Resolution on
Disposal and NOA
to DNS, CRCSO
as Chair of the
SBAC on Disposal
6.10 Review, sign the None 1-2 days DNS, CRCSO
minutes, SSQ
and put initial in
the NOA
6.11 Endorse the None 5 days NSCRG
minutes, SSQ,

199
 and signed NOA
to NSCRG
6.12 Route to Legal None 2 days ONS Staff:
Service for review Admin. Asst. III
on the EA II
proceedings of EA III
disposal
6.13 Route the signed None 1 day ONS Staff:
NOA with the Admin. Asst. III
attached EA II
supporting EA III
documents to
Property Unit
6.14 Receive, control None 1 hour Admin. Asst. II
the signed NOA Admin. Asst. III
and other Admin. Asst. V
required Admin. Officer IV
documents and Admin. Officer V
inform the
winning bidder to
sign the NOA
7. Winning 7.1 Photocopy the None 5 minutes Admin. Asst. II
Bidder signs NOA and file in Admin. Asst. III
the folder; inform on (Secretariat)
conformed the payment of the Admin. Asst. V
on NOA balance from the Admin. Officer IV
bid quotation Admin. Officer V
7.2 Get schedule from None 3 minutes Admin. Asst. II
the bidder on the Admin. Asst. III
on the pick- (Secretariat)
up/hauling of the Admin. Asst. V
PPE sold thru Admin. Officer IV
bidding Admin. Officer V
8. Bidder copy 8.1 Photo copy the OR Depends 5 minutes Admin. Asst. III
of the OR on full payment on the bid (Secretariat)
(full and file in the folder Admin. Officer IV
payment) 8.2 Prepare letter to None 3 minutes Admin. Asst. III
COA to witness the (Secretariat)
pick-up/hauling of Admin. Officer IV
sold unserviceable
PPE; put initials on
the letter
8.3 Review and initial None 5minutes Admin. Officer IV
request letter and Admin. Officer V
endorse to Division
Head of GSD for
initial and
endorsement to
ANS-FAS
8.4 Review, initial and None 1 day Division Chief,
endorse the letter GSD
to ANS-FAS
9. Winning 9.1 Prepare None 10 minutes Admin. Asst. II
bidder Acknowledgement Admin. Asst. III
accepts the Receipt and Gate Admin. Asst. IV
sold Pass
unserviceabl 9.10 Review and sign None 2 minutes Admin. Officer IV
e PPE requesting/appro Admin. Officer V
val of the gate
pass
10. Sign the 10.1 Supervise, None 2 days or Admin. Asst. II
Acknowled monitor and more Admin. Asst. III
200
 gment control the (depends Admin. Asst. IV
Receipt hauling of the on size of Admin. Officer III
sold the service Admin. Officer IV
unserviceable truck of the Admin. Officer V
PPE winner)
10.2 Prepare request None 5 minutes Admin. Officer V
letter for dropping
from the books of
accounts
10.3 Photo copy the None 30 minutes Admin. Asst. II
documents for file depending Admin. Asst. III
on the Admin. Asst. IV
number of Admin. Officer III
pages Admin. Officer IV
10.4 Review, initialand None 2 minutes Admin. Officer V
endorse the letter
to Division Chief
of GSD
10.5 Review/sign the None 1 day Division Chief,
request letter and GSD
endorse to
Accounting
Division
26 days 7 hours and 21
TOTAL: Variable
minutes

7. Negotiated Procurement through Small Value Procurement – Lease

of Venue and Catering

Procurement of lease of venue and catering services through the conduct of small value
procurement.

Office or General Services Division – Procurement Unit

Division:
Classification: Highly Technical
Type of G2G
Transaction:
Who may PSA officials, employees and COSWs
avail:
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Program Activity Project End-user
(PAP)/Concept Note
Approved Purchase Request (PR)
Project Procurement Monitoring Plan
(PPMP)
Approved Annual Procurement Plan
(APP)
CLIENT FEES TO PROCESSI PERSON
AGENCY ACTIONS
STEPS BE PAID NG TIME RESPONSIBLE
1. Submit 1.1 Receive, control None 40 minutes Admin. Officer III
Approved and screen details Admin Officer II
Purchase of the approved PR Admin. Asst. II
Request and PAP/Concept
(PR) and Note
PAP/ 1.2 Verify if the PR is None 5 minutes Admin. Officer III
Concept in the APP or Admin Officer II
Note Supple-mental
PPMP (SPPMP)

201
 1.3 Attach copy of APP None 15 minutes Admin. Asst. II
or SPPMP
1.3 Assign PR number None 5 minutes Admin. Asst. II
through PR/PO
Tracking System
1.4 Forward to Budget None 5 minutes Admin. Asst. II
Division (BD) for
earmarking/budget
allocation
1.5 Prepare Request None 30 minutes Admin Officer II
for Quotation Admin. Aide VI
(RFQ)
1.6 Review and initial None 1 day BAC Sec Head
RFQ Admin Officer II
Admin. Aide VI
1.7 Endorse RFQ to None 1 day BAC Sec Head
BAC Chairperson
for signature
1.8 Forward RFQ to None 1 day Admin. Aide VI
PU for posting to
PhilGEPS or
parallel canvass
1.9 Provide bid form to None 1 hour Admin Officer II
end-user
2. End-user 2.1 Conduct parallel None 7 days Admin Officer II
receives bid canvass in (max.) Admin. Aide VI
form and coordination with
invite the end-user
suppliers to
submit
quotations
(canvassing)
3. Submit 3.1. Receive None 10 minutes Admin Officer II
accomplishe accomplished bid Admin. Aide VI
d bid forms to forms
PU 3.2. Submit None 1 day Admin Officer II
accomplished bid Admin. Aide VI
forms to BAC-Sec
staff
3.3. Evaluate None 1 day BAC-Sec Staff:
submitted Admin Officer II
quotations Admin. Asst. III
Admin. Asst. II
3.4. Prepare Summary None 2 hours BAC-Sec Staff:
of Submitted Admin Officer II
Quotations (SSQ) Admin. Asst. III
Admin. Asst. II
3.5. Route SSQ to None 3 days Admin Officer II
Canvasser; BAC Admin. Asst. III
Sec Head; EU; Admin. Asst. II
and all BAC
members
3.6. Receive approved None 5 minutes Admin Officer III
SSQ Admin. Asst. II
3.7. Prepare Notice of None 2 hours Admin Officer III
Award (NOA) Admin. Asst. II
3.8. Attach complete None 4 hours Admin Officer III
eligibility Admin. Asst. II (2)
documents
(PhilGEPS
Registration,

202
 Mayor’s Permit,
SEC/DTI
Registration,
Omnibus Sworn
Statement, BIR
Tax Certificate)
before routing
3.9. Submit NOA for None 30 minutes Admin. Officer III
initial and review
of PU Head
3.10.Forward NOA to None 10 minutes Admin. Officer III
Division Chief
3.11.Review, initial None 1 day Division Chief,
and endorse GSD
NOA to ANS,FAS ANS-FAS
for approval
(except for those
originating from
FAS which shall
be approved by
the DNS-
CRCSO);

If ABC is above
P500,000.00 to
P1,000,000.00,
DNS-CRCSO
approves NOA
(except those
originating from
CRCSO which
shall be approved
by the NSCRG)
3.12.Notify supplier to None 2 hours Admin. Officer II
acknowledges/ Admin. Asst. II (2)
signs the NOA
4. Winning 4.1 Prepare and None 1 day Admin. Officer II
bidder/Supp endorse Contract Admin. Asst. II
lier 4.2 Forward Contract None 1 hour Admin. Officer II
acknowledg for Certificate of Admin. Asst. II
es/ signs Availability of
the NOA Fund (CAF) to
Accounting
Division (AD) and
route the same for
approval of ANS,
FAS (except for
those originating
from FAS which
shall be approved
by the DNS-
CRCSO)-;

If ABC is above
P500,000.00 to
P1,000,000.00,D
NS-CRCSO
approves SSQ
(except those
originating from
CRCSO which

203
 shall be approved
by the NSCRG)
4.3 Approve Contract None 30 minutes Admin. Officer II
in coordination Admin. Asst. II
with the supplier
5. Winning 5.1 Release a copy of None 30 minutes Admin. Officer II
bidder/Supp the Contract to the Admin. Asst. II
lier to COA
notarize the
Contract 5.2 Prepare/review None 15 minutes Admin. Officer III
Notice to Proceed Admin. Asst. II
(NTP)
5.3 Forward NTP to None 1 day Admin. Officer III
Chief, General Chief, GSD
Services Division ANS-FAS
(GSD)
5.4 Review, initial and None 2 hours Admin. Officer II
endorse NTP for Admin. Asst. II (2)
approval
(except for those
originating from
FAS which shall
be approved by
the DNS-
CRCSO);

If ABC is above
P500,000.00 to
P1,000,000.00,D
NS-CRCSO
approves NOA
(except those
originating from
CRCSO which
shall be approved
by the NSCRG)
5.5 Notify supplier to None 1 hour Admin. Officer II
acknowledges/ Admin. Asst. II (2)
signs the NTP

6. Winning 6.1 Prepare DV, None 1 day Admin. Officer II

bidder/Supp attach Admin. Asst. II
lier documentary
acknowledg requirements and
es/ signs endorse to
the NTP Division
Chief/OANS/
ODNS
19 days 14 hours and 45
TOTAL: None
minutes

204
 Civil Registration Services
Civil Register Management Division
Internal Service
1. Issuance of Unconverted Requests (Copy Issuance of Birth, Marriage,
Death at PSA CRS Outlet
Unconverted requests are requests of civil registry documents that are not yet loaded in
the Civil Registry System (CRS) database and are NOT yet available for COPY
ISSUANCE in the CRS Serbilis Outlets. These require manual processing, data encoding,
scanning and loading in the database prior to the availability for copy issuance in the PSA
Civil Registry System Outlet (PSA CRS Outlet). Unconverted requests also include
rework cases encoded by the PSA CRS Outlets for “Clear Copy” or those with Positive
Query in the CRQS system.
PSA CRS Serbilis Outlets nationwide accepts unconverted requests and these
Application Forms (AFs) are electronically forwarded to the Central Office under Civil
Registration Service-Civil Register Management Division through On-D-Dot Tracking
System or ODDS.

Office or Division: Civil Register Management Division

Classification: Highly Technical
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Completely filled-up Any PSA CRS Serbilis Outlet
• Application Form (AF)-Birth Certificate
(White Form), or
• Marriage Certificate (Pink Form), or
• Death Certificate (Yellow Form),
accomplished in PRINTED LETTERS
The AFs for unconverted requests are electronically forwarded and printed in the corresponding
Archives /Unit as designated below:
Unit/Archives Coverage
Document Processing Unit Current Year (i.e. 2020)
Birth/Death/Marriage Archives Past 2 Years (2018-2019)
Microfilm Unit 1945-2004
Central Archives 1945-2018
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
Document Processing Unit or Birth, Death, Marriage Archives, or Microfilm Unit
1. Print AFs using On- None 35 minutes per On-d-dot
the-Dot Tracking batch of 100 Operator
System (ODDS) AFs DPU or BDM
Archives or
Microfilm Unit

Supervisor
DPU/BDM
Archives or
Microfilm Unit

Chief, CRMD
CRS Building,
Quezon City

2. Sort AFs by type, None 1 hour per On-d-dot

date of release, batch of 100 Operator
AFs

205
 and year of DPU or BDM
registration Archives or
Microfilm Unit
15 minutes per
None batch of 50 Supervisor
3. Scan in incoming Application DPU/BDM
AFs through Forms Archives or
barcode and sort Microfilm Unit
AF by type, date of
release, and year Chief, CRMD
of registration CRS Building,
Quezon City
4. Verify status of the None 3 hours per Associate (RCC
requested batch of 100 Indexer)
document in the AFs DPU or BDM
RCC, DVSS, Archives or
CRQS and CICA Microfilm Unit

a. If positive Supervisor
index in the DPU or BDM or
RCC, forward Microfilm Unit
to the manual
verifier for pull
out Chief, CRMD
CRS Building,
b. If positive Quezon City
CICA forward
to Special
Request Unit
for SECPA or
Pre- releasing
Unit for logging
out as copy
issuance
(Positive) for
Outlet
requests.

c. If negative,
there are three
(3) options,
release as a
negative
record,
through
feedback form
if found to be
problem
document or
route to other
concerned
archives/unit
for manual pull
out of the
document
AFs resulted to verification of positive index in the CRQS covering the period 1945-1994 shall
be processed at Microfilm Unit as follows:
MICROFILM UNIT (1945-1994 requested documents only)
5. Sort AF by date of None 1 hour per Librarian
release, type of batch of 500 (Associate)
document, by year, Application Microfilm Unit
Forms

206
 province, and
municipality Supervisor
1 hour per Microfilm Unit
6. Pull out the batch of 60
microfilm roll for microfilm rolls Chief, CRMD
verification in the CRS Building,
Birth, Marriage or Quezon City
Death Library
7. Verify the None 1 hour per Verifier
document batch of 16 (Associates)
requested in the Application Microfilm Unit
microfilm rolls Forms verified
and printed in
None local paper Registration
8. Print a copy of the Officer II
document if Supervisor,
positive, otherwise Microfilm Unit
route the
AF to SRU for Chief, CRMD
verification in the CRS Building,
CRS database Quezon City
(refer to page 13
for SRU
processes)

9. Prepare transmittal None 20 minutes per Team Lead

of AFs with batch of 60 AFs (Associate)
attached printed with transmittal Microfilm Unit
document (in local
copy)
Registration
10. Route the Officer II
documents to Supervisor,
PMU for scanning Microfilm Unit
(refer to page 15
for Chief, CRMD
approval/disappro CRS Building,
val of the Quezon City
document thru
Electronic
Endorsement
Process)

11. Receive None 5 minutes per Team Lead

documents from batch of 100 (Associate)
SRU (negative AFs Microfilm Unit
results)

12. Prepare None 20 minutes per Registration

transmittal of batch of 60 AFs Officer II
documents with with transmittal Supervisor,
“Negative” results Microfilm Unit
verification and
routes these to the Chief, CRMD
Pre-Releasing CRS Building,
Unit (logs out in Quezon City
ODDS)

13. Transmit AFs and None 10 minutes per Team Lead

printed Negative batch of 60 AFs (Associate)
Certification to Microfilm Unit

207
 Pre-Releasing
Unit Registration
Officer II
Supervisor,
Microfilm Unit

Chief, CRMD
CRS Building,
Quezon City

AFs resulted to verification of positive query in the RCC and/or DVSS for current year of
registration (i.e 2020) shall be processed at the Document Processing Unit as follows:
DOCUMENT PROCESSING UNIT (CURRENT REGISTRATION YEAR-i.e. 2020)
14. Manually retrieve None 1 hour per Manual Verifier
the document in batch of 8 (Associate)
the folio (or folder) documents/ DPU CRMD
AFs
15. If manual
verification resulted Registration
to “positive”, Officer II
transmit the AF and Supervisor, DPU
the pull-out
document to PMU
for scanning (refer Chief, CRMD
to page 15 for CRS Building,
approval/disapprov Quezon City
al of the document
thru Electronic
Endorsement
Process)
16. If manual
verification resulted
to “negative”, verify
in the CRS
database (CICA) if
“positive” or
“Negative”
1 hour per Contract of
a. If the result is batch of 15 Service Worker
positive in CRS documents DPU
database, route
the AF to Pre-
Releasing with
tagged
“Positive” Registration
Officer II
b. If the result of Supervisor, DPU
verification in
CRS database Chief, CRMD
is “Negative”, CRS Building,
route to Quezon City
Preleasing with
tagged as
“Negative”
AFs resulted to verification of positive query in the RCC and/or DVSS shall be processed at
Birth, Death, Marriage Archives as follows:
BIRTH, DEATH AND MARRIAGE ARCHIVES (Past 2 Years- 2018-2019)
1. Manually retrieve None 1 hour per Manual Verifier
the document in the batch of AF 8 (Associate)
folio (or folder) verified BDM Archives
documents

208
2. If manual None 1 hour for batch Registration
verification resulted of 8 AFS(with Officer II
to “positive”, transmittal Supervisor, BDM
transmit the AF and prepared) Archives
document to PMU
for scanning (refer
to page 15 for Chief, CRMD
approval/disapprov CRS Building,
al of the document Quezon City
thru Electronic
Endorsement
Process)

3. If the result of None 1 hour per Registration

manual verification batch of 80 AFs Officer I,
is negative, verify in BDM Archives
the CRS database
the document
requested Chief, CRMD
CRS Building,
3.1 If the result is Quezon City
positive in CRS
database, route
the AF to
Special
Request Unit
(SRU) with
tagged
“Positive”

3.2 If the result of

verification in
CRS database
is “Negative”,
prepare a
feedback and
route to Pre
Releasing with
tagged as
“Negative”

3.3 If the result is

“negative’ but
document has
been
transmitted to
Central
Archives
(Amparo
Archives),
transmit the AF
for the latter to
retrieve for
scanning and
loading by PMU
(refer to page
15 for
approval/disap
proval of the
document thru
Electronic

209
 Endorsement
Process)
4. Logs out the AF in None 1 hour per Registration
ODDS batch of 1,800 Officer I,
AFs Feedback

5. Transmit the AF to None 5 minutes per Registration

Pre-Releasing Unit batch of 60 AFs Officer III
BDM Archives

Chief, CRMD
CRS Building,
Quezon City

Requested documents found blurred or with unreadable entries as a result of verification from
different archives covering years 1945-2018 shall undergo manual retrieval at the Central
Archives, as needed:
CENTRAL (AMPARO) ARCHIVES (1945-2018)
1. Pick up AF for None 4-6 hrs Administrative
verification at CRS Aide VIII, Amparo
Archives

*consider travel
time of liaison Chief, CRMD
officer from CRS Building,
Central Quezon City
Archives to
CRS Building
2. Distribute AFs to None 5 minutes Manual Verifier,
concerned Associate
personnel for
verification
1 hour per 10 Administrative
3. Manually retrieve AFs Aide VIII, Amparo
record in the folder Archives
and insert a marker
to indicate a Chief, CRMD
document was CRS Building,
pulled out Quezon City
4. Prepare transmittal None 30 minutes Manual Verifier,
of AFs/documents Associate
to PMU for scanning
(refer to page 15 for
approval/disapprov Administrative
al of the document Aide VIII, Amparo
thru Electronic Archives
Endorsement
Process) Chief, CRMD
CRS Building,
Quezon City
5. Transmit AF with None 4-6 hours Manual Verifier,
attached pullout Associate
documents
including “Negative
Results” of *consider travel Administrative
verifications to PMU time of liaison Aide VIII, Amparo
officer from Archives
Central
Archives to Chief, CRMD
CRS Building CRS Building,
Quezon City

210
 6. Returned the None 1 hour per Manual Verifier,
documents pulled- batch of 12 Associate
out to their documents
corresponding
folders Administrative
AideVIII, Amparo
Archives

Chief, CRMD
CRS Building,
Quezon City

AFs that yielded negative results at the different archives needs to undergo verification in the
PSA Civil Registry System (CRS) database to ensure the complete process of verification prior
to the issuance of Negative Result/s. Verification in the CRS database and specimen signature
verification is lodged at Special Requests Unit (SRU)
SPECIAL REQUESTS UNIT (SRU)
1. Scan barcode of None 1 hour per Associate
Application Form batch of 1,800 SRU
(AF) in ODDS for AFs
incoming requests Chief, CRMD
CRS Building,
2. Sort documents 1 hour per Quezon City
and AFs for batch of 100
verification AFs

AF for Verification: None 1 hour per RSOs (Associate)

3. Encode details in batch of 20 SRU
the database documents/AFs

4. Verify the record in 1 hour per Team Lead

CRS database batch of 47 Associate
through-CICA documents
verified
4.1 Tag the Registration
transaction as Officer II
“Positive” for (SRU-Annotation
those with Unit)
available record
in the database
Chief, CRMD
4.2 For those CRS Building,
negative in the Quezon City
database,
indicate in the
AF “NR” for
Negative Result

5. Logs out the AF 1 hour per

and transmit to the batch of 1,800
concerned AFs
unit/archives

Documents for None 1 hour per RSOs (Associate)

Specimen Signature batch of 80 SRU
Verification documents

6. Verify the Team Lead

authenticity of the Associate
documentbased on
the specimen

211
 signature of the Registration
issuing officer Officer II
(SRU-Annotation
7. Stamp date and Unit)
name of verifier in
the document
Chief, CRMD
8. If results of CRS Building,
specimen Quezon City
verification passed,
sign the document
and indicate the
date of verification

9. If result is a
feedback, attached
blue stub and
indicate the
problem (i.e diff
spec signature, no
spec signature,
etc.)
10. Log out the None 1 hour per Team Lead,
transaction to their batch of 225 Associate
respective documents
unit/archives or to Registration
Pre-Releasing Officer III, (SRU-
Annotation Unit)

Chief, CRMD
CRS Building,
Quezon City
The following documents retrieved from the Archives/Unit needs to undergo electronic
endorsement process at the Production and Maintenance Unit (PMU)

1. Printed in local paper from Microfilm Unit (certified by Microfilm Unit Supervisor);
2. Original document retrieved from Central Archives (Amparo)
3. Original document retrieved from Birth, Marriage, and Death Archives
PRODUCTION AND MAINTENANCE UNIT
Electronic Endorsement Process (Scanning at Central Office)
1. Scan “in” AF in None 1 hour per ODDS Staff
ODDS and control batch of 1,800 Associate, PMU
received documents AFs
from the Archives or Supervisor
Unit Registration
Officer III, PMU
2. Segregate the
documents that 1 hour per Chief, CRMD
passed specimen batch of 600 CRS Building,
verification and the AFs/ Quezon City
problem documents documents

2.1 Documents that

passed the
specimen
verification are
for uploading in
the database

2.2 Problem
documents are

212
 for issuance of
feedback notice

Documents passed None

spec verification:

3. Encode details of 1 hour per Data Encoder

document in DVSS batch of 33 Associate, PMU
documents/
4. Scan documents AFs
for uploading in the EE scanning clerk
database using 1 hour per PMU
Electronic batch of 33
Endorsement documents/
Module AFs Chief, CRMD
CRS Building,
Quezon City
5. Verify the scanned None 1 hour per EE Approver
documents using batch of 23 Associate, PMU
CICA prior to documents/ Supervisor,
approval or AFs Registration
disapproval of the Officer III, PMU
document

5.1If the document

requested is Chief, CRMD
“Negative” in the CRS Building,
CRS database Quezon City
and the scanned
document
passed the
specimen
signature
verification;
proceed with
approval of the
document.
Indicate in the
AF “Approved” or
“A” and the date
of approval of the
document;

5.2 If the document

requested
resulted to
“Negative” in the
database and
the scanned
documents
blurred, stamp in
the evaluation
form
“disapproved” or
“DA” and
indicate the date
and reasons of
the feedback

5.3 If the document

requested is

213
 “positive” in the
CRS database
but with blurred
or unreadable
entries and there
are
discrepancies of
entries between
the endorsed
document and
the original
document from
archive, the
document pulled
out from the
Archives will be
rescanned for a
“clear copy” and
approved.

However, if the
original
document
retrieved from
the Archives still
is blurred,
indicate in the AF
as “Disapproved”
or “DA”, and the
date when the
document
processed and
the reasons of
the feedback

6. Segregate
approved and
disapproved
documents

Approved None 1 hour per EE Approver

documents: batch of 200 Associate, PMU
documents/
7. Prepare transmittal AFs Supervisor,
for approved Registration
documents Officer III, PMU
Note: Once EE
8. Scan out AF with document Chief, CRMD
tagged “Positive” approved by CRS Building,
and transmit the PMU, it will be Quezon City
same to Pre- available online
Releasing Unit nationwide in 2-
3 days
9. Approved
documents shall be
separated from the
AFs and
transmitted to the
BDM archives for
document
preparation and
archiving.

214
 Disapproved None 1 hour per 60 ODDS Controller
documents: AFs Associate
PMU
10. Prepare the
feedback using
ODDS Supervisor,
Registration
11. Segregate the AF Officer III, PMU
and the
disapproved Chief, CRMD
documents CRS Building,
Quezon City
12. Prepare
transmittal and
route the AF of
disapproved
documents to Pre-
Releasing Unit

13. Prepare
transmittal and
forward
disapproved
documents to
BDM Archives for
document
preparation and
archiving.
All AFs verified at different Archives/Unit with results “Positive”, Exception Notice or Feedback
Form, or “Negative” will be routed to Pre-Releasing Unit for closing the job request or
transaction.
PRE-RELEASING UNIT
1. Logs “In” all AFs 1 hour per Team Lead,
received from batch of 1800 Associate, Pre
different AFs Releasing Unit
unit/archives
using the ODDS
system Admin Clerk,
1 hour per Associate, Pre
2. Segregate the batch of 360 Releasing Unit
results by type AFs
whether
“positive”, for Administrative
Feedback or Aide VI
Exception notice, Team Lead
and Negative (PSA)
Results, by date
of release, and Chief, CRMD
by source (outlet CRS Building,
or coordinators) Quezon City

3. If the result of
verification is
“Positive” and
without Security
Paper (for MM
and other CRS
Outlets)

3.1 Prepare
transmittal of

215
 processed
documents t

3.2 Log out all

“positive”
documents in
the ODDS
4. If the result of
verification is
“Positive” and
with attached
Security Paper
(for Central
Outlet and
Special
requests filed at
Central Office
only)

4.1 Prepare
transmittal of
processed
documents

4.2 Log out all

“positive”
documents in
the ODDS

5. If the result of 1 hour per

verification is a batch of 80
Feedback: feedback

5.1 Print the

Feedback
and attach to
the AF and its
supporting
documents

5.2 Prepare
transmittal
and forward
the printed
“feedback”
and the
supporting
documents to
the PSA
CRS-Central
Outlet, East
Avenue and
other Metro
Manila
Outlets.

For other CRS

outlets,
feedback or
Negative
Results is
available via

216
 ODDS web
based query

Processing of the unconverted request with specific Job Request Number or Transaction
Number is completed by CRMD when AF has been logged out in the ODDS and verification
resulted to:

• Positive Result: the requested document has been approved by PMU and the record
is available for copy issuance in the Outlet where the client filed for the requests. The
documents scanned and approved by PMU is available online in all Outlets within 2-
3 working days.
• Negative Results: Negative Results Certification will be issued at the Outlet where
the client filed the requests. The concerned CRS Outlet may conduct web-based
query in the ODDS to verify the status of the AF.
• Feedback Form or Exception Notice- AFs filed at CRS Central Outlet-East Avenue
and those in Metro Manila are provided with printed copies of the Feedback Form or
Exception Notice through its liaison officers who pick up the results of verification at
CRS Building. Outlets outside Metro Manila get the results of verification via the
ODDS web based query.

The AF is completed once the Pre-Releasing Unit log out the transaction either “Positive”,
“Negative” or “Feedback Form” (Exception Notice) in the ODDS.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:10 WORKING DAYS (CRS East
Avenue Outlet)
12 WORKING DAYS (Other PSA CRS Outlets)

2. Issuance of Unconverted Certification of No Marriage

Record/Advisory of Marriage Record (Walk-in Clients) at PSA CRS
Outlet
Processing of unconverted requests involving CEMAR or the Advisory for Marriages is
done at CRMD. These are cases that are negative in the database but with positive query
in Civil Registry Query System or CRQS index. Outlets tagged these transactions as
unconverted CENOMAR requests and these transactions are electronically forwarded to
CRMD through the ODDS system.
Office or Division: Civil Register Management Division
Classification: Highly Technical
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request for CEMAR or Advisory of Marriage, Any PSA Civil Registry System Outlet (PSA
Negative in CICA database from Outlets but CRS Outlet)
positive in CRQS

Note: Outlet accept Application Forms (AF) for

unconverted CENOMAR and tagged requests
as “Unconverted”
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
MICROFILM UNIT (1945-1994 requested documents only)
1. Print electronic None 35 minutes ODDS Operator
Application Form per batch of Associate
(AF) thru ODDS 100 AFs Microfilm Unit

Supervisor
Registration
Officer II
Microfilm Unit

Chief, CRMD

217
 CRS Building,
Quezon City
2. Sort AFs by date of None 1 hour per ODDS Operator
release batch of 100 Associate
AFs Microfilm Unit

Supervisor
Registration
Officer II
Microfilm Unit

Chief, CRMD
CRS Building,
Quezon City
3. Receipt and Control None 35 minutes ODDS Operator
of AFs per batch of Associate
100 AFs Microfilm Unit
Supervisor
Registration
Officer II
Microfilm Unit

Chief, CRMD
CRS Building,
Quezon City
4. Query in CRQS for None 1 hour per Index Staff
index batch of 60 Associate
AFs Microfilm Unit
a. If query is “Positive”
in the CRQS and Supervisor
coverage is within Registration
the scope of Officer II
Microfilm Unit Microfilm Unit
(1945-1994),
proceed to Chief, CRMD
step 7 CRS Building,
Quezon City
b. If query is “Positive”
in the CRQS and
coverage is within
the scope of Central
Archives (1995-
current), proceed to
5.

5. Route AF to Central
Archives or at BDM
Archives for pull out
and scanning at
PMU
6. Central Archives or Index Staff
BDM Archives Associate
manually retrieve Microfilm Unit
the document from
the file.
Registration
a. If verification from Officer I
Archives resulted to BDM Archives
“negative” or no
records found,
prepare letter Supervisor
referral to the

218
 C/MCR to endorse Registration
a copy of the Officer III
marriage certificate; BDM Archives
and
Chief, CRMD
i. Email the letter CRS Building,
to the PSA CRS Quezon City
Outlet that the
result of
verification is a
“CEMAR”. Outlet
will issue a
probono
CEMAR.
b. If verification from
archives is positive,
route the document
to PMU, proceed to
step 14
7. Route to the None 5 minutes Index Staff
Librarian for pullout Associate
of microfilm rolls Microfilm Unit

Supervisor
Registration
Officer II
Microfilm Unit

Chief, CRMD
CRS Building,
Quezon City
8. Librarian pulls out None 1 hour per Microfilm
and controls batch of 53 Librarian
microfilm rolls AFs Associate
Microfilm Unit

Supervisor
Registration
Officer II
Microfilm Unit

Chief, CRMD
CRS Building,
Quezon City
None 5 minutes Microfilm
Librarian
Associate
9. Routes to Verifier for
Microfilm Unit
searching
Supervisor
Registration
Officer II
Microfilm Unit

Chief, CRMD
CRS Building,
Quezon City
10. Verifier searches the None 1 hour per Verifier,
document in the batch of 16 Associate
microfilm roll for AFs Microfilm Unit
printing
Supervisor

219
 11. Print document in Registration
white plain bond Officer II
paper and attach Microfilm Unit
application form if
positive. If negative, Chief, CRMD
route to Central CRS Building,
Archive for re Quezon City
verification

12. Prepares transmittal 30 minutes

form and route to None ODDS Operator
PMU for scanning Associate
and for evaluation Microfilm Unit

Supervisor
13. Route transmittal Registration
and AFs to PMU Officer II
Microfilm Unit

Chief, CRMD
CRS Building,
Quezon City
PRODUCTION AND MAINTENANCE UNIT
Electronic Endorsement Process (Scanning at Central Office)
14. Scan “in” AF in None 1 hour per ODDS Staff
ODDS and batch of 1,800 Associate, PMU
control received AFs
documents from Supervisor
the Microfilm Registration
Unit Officer III, PMU

Chief, CRMD
CRS Building,
Quezon City
15. Verify the None 1 hour per EE Approver
scanned batch of 23 Associate, PMU
documents using documents/
CICA prior to AFs
approval or Supervisor,
disapproval of Registration
the document Officer III, PMU

a. If the document
requested is Chief, CRMD
“Negative” in the CRS Building,
CRS database, Quezon City
scan the
document and
proceed with
approval of the
document.
Indicate in the
AF “Approved”
or “A” and the
date of approval
of the
document.
b. If the document
requested
resulted to
“Negative” in the

220
 database and
the document
scanned
resulted to
blurred or with
unreadable
entries, still
approved the
document.
Indicate in the
AF “Approved”
or “A” and the
date of approval
of the
document.

16. Route AFs to None 5 minutes

ODDS Operator
Microfilm Unit for
Associate, PMU
the preparation
of the
Supervisor,
Certification
Registration
(CEMAR or
Officer II, PMU
Advisory of
Marriage).
Chief, CRMD
CRS Building,
Quezon City
17. Encodes
manually the ODDS Operator
1 hour per
information of None Associate,
batch of 20
Advisory of Microfilm Unit
documents
Marriage thru
ODDS system Supervisor,
Registration
Officer II,
Microfilm Unit

Chief, CRMD
CRS Building,
Quezon City

18. Affix the

1 hour per Supervisor,
signature on the None
batch of 60 Registration
advisory of
CEMAR Officer II,
marriage by the
documents Microfilm Unit
supervisor
Chief, CRMD
CRS Building,
Quezon City
19. Route the
None
Certification to ODDS Operator
the Pre- Associate, PMU
5 minutes
Releasing Unit
Supervisor,
Registration
Officer II, PMU

Chief, CRMD
CRS Building,
Quezon City

221
 Team Lead,
20. Pre-Releasing
1 hour per Associates
Unit logs out the None
batch of Pre-releasing
transaction in the
1,800 AFs Unit
ODDS
Chief, CRMD
CRS Building,
Quezon City
21. Central Outlet
liaison officer
Concerned PSA
pick up the
30 minutes Civil Registry
Certification at
System Outlet
Pre Releasing

22. Other outlet

Electronic
encode probono
and prints the
Certification
using CICA
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:10 WORKING DAYS (CRS East
Avenue Outlet)
12 WORKING DAYS (Other PSA CRS Outlets)

3. Processing of Electronic Endorsement Documents thru Outlets

Electronic endorsement allows PSA Serbilis Outlets to accept documents of previously
registered copy as well as advance submission to the PSA Central Office. The civil
registry documents are scanned at the PSA CRS Outlets and electronically forwarded to
the central back-end processing for verification and approval.
Office or Division: Civil Register Management Division
Classification: Simple
Type of Transaction: Government-to-Citizen (G2G)
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter of endorsement from the Local Local Civil Registry Office (LCRO) of the place
Civil Registry Office (LCROs) of registration and occurrence
2. Endorsed birth, marriage, or death
document (OCRG Copy or certified
photocopy of the document)
City/Municipal Civil Registrar (C/MCR) or
his/her designated liaison officer, or through
courier transmit the documents for electronic
endorsements at the PSA CRS Outlet.
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
1. LCRO endorse the PSA CRS Outlet None Electronic
document to the 1. Scan the civil Endorsement
nearest CRS Outlet registry document staff
through courier or using Electronic Note: PSA CRS Outlet
hand carried by Endorsement Client will
their authorized module (CICA) pay for
liaison officers Php155.00
per copy Supervisor
once the PSA CRS Outlet
document Supervisor
has been
approved
at Central
Office

222
CRMD- Production None 1 hour per Electronic
and Maintenance batch of 20 Endorsement
Unit (PMU) documents (EE) Approvers,
PMU
2. Receipt and 6th Floor, CRS
control of Building
endorsed
scanned civil Supervisor
registry Registration
documents in the Officer III
central back end PMU
office thru th
6 Floor, CRS
Electronic Building
Endorsement
(EE) system Chief, CRMD
CRS Building
Quezon City
3. View the None 1 hour per EE Approvers
submitted batch of 20 PMU
documents using documents 6th Floor CRS
EE system Building

Supervisor
Registration
Officer III
PMU
6th Floor CRS
Building

Chief, CRMD
CRS Building
Quezon City
4. Verify the None 1 hour per EE Approvers
submitted batch of 12 PMU
document using documents
CICA and Supervisor
CRQS/DVSS Registration
3.1 If verification in Officer III
the CRS PMU
database yield
negative result Chief, CRMD
and the CRS Building
scanned Quezon City
record from
the outlet has
clear and
readable
entries,
proceed to
Step 4

3.2 If the scanned

image from the
Outlet has
blurred or
unreadable
entries, yield
negative result
in the
database but
positive in the Note: manual
CRQS or retrieval or

223
 DVSS, request pull out at the
for manual Archives
retrieval from takes
the Central 2 working
Archives the days
original
documents.
Proceed to
page 12 for the
steps of
Central
Archives
(Amparo)
processes

3.3 Upon receipt

of the
manually
retrieved
document from
the Archives,
match the
pulled out
documents w/
the scanned
image from the
outlet
3.3.1 If there are
discrepanci
es of
entries
between
the
endorsed
document
and the
original
document
from
archive, the
document
pulled out
from the
Archives,
and if clear
copy, will
be
scanned
and
approved.

3.3.2 If the
original
copy pulled
out from
the
archives
has
blurred
entries and
with
discrepanc

224
 y of entries,
indicate in
the
evaluation
form the
discrepanci
es

3.3.3 Prepare a
feedback
notice to
indicate
disapprova
l of the EE
document
using EE
system
5. Verify specimen None 1 hour per (EE) Approvers,
signature of the batch of 12 PMU
issuing Local Civil documents 6th Floor, CRS
Registrar/City Building
Civil Registrar
Supervisor
4.1 If the Registration
specimen Officer III
signature of PMU
the scanned 6th Floor, CRS
documents Building
passed
verification, Chief, CRMD
approve the CRS Building
document. Quezon City

4.2 If document
image did not
pass
specimen
verification,
disapprove w/
feedback.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:3 WORKING DAYS
Special cases: those for manual retrieval at Central Archives which requires two (2) working
days to pull-out the original document will be adjusted to 5 working days

4. Processing of Electronic Endorsement Documents thru Courier

Civil registry documents endorsed by piecemeal/advance endorsement directly to the
Central Office through courier are processed also through Electronic Endorsement
scheme. The CRMD through the Production and Maintenance Unit (PMU) encodes the
data using DVSS, scans and loads the image in the production database ready for copy
issuance upon request of the general public.
Office or Division: Civil Register Management Division
Classification: Complex
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter of endorsements from the concerned Issued by the concerned Local Civil Registry
Local Civil Registry Office Office (LCRO)

225
Endorsed civil registry document birth,
marriage, death or other documents (OCRG
Copy or certified photocopy)
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
Document Receipt and Control Screening Unit-Office of Asst. National Statistician
1. Local Civil Registry 1. Receipt and None 1 hour per Receiving Clerk,
Office endorse control of batch of 1,800 Document
Civil Registry endorsed Civil documents Receipt and
documents Registry Control
(Piecemeal & documents Screening Unit
Endorsement) to (Piecemeal (DRCSU)
the PSA central &Endorsement) Office of ANS,
office through from LCROs CRS
courier. Others are through couriers 3rd Floor CRS
personally hand- by DRCSU-Office Building
carried by the of ANS of CRS.
Local Civil Supervisor
Registrars Registration
Officer II
DRCSU, CRS
3rd Floor CRS
Building

Asst. National
Statistician
CRS
8th Floor CRS
Building
2. Transmit the None 20 minutes Receiving Clerk,
endorsed Document
documents/ Receipt and
piecemeal with Control
transmittal to Screening Unit
Production and (DRCSU)
Maintenance Unit Office of ANS,
(PMU) for CRS
processing rd
3 Floor CRS
Building

Supervisor
Registration
Officer II
DRCSU, CRS
3rd Floor CRS
Building

Asst. National
Statistician
CRS
th
8 Floor CRS
Building
PRODUCTION AND MAINTENANCE UNIT (PMU)
3. Check manually None 1 hour per Receipt and
the documents vs. batch of 1,800 Control Staff
the transmittal documents PMU, CRMD
received from 6th Floor, CRS
DRCSU Building

Supervisor
Registration
Officer III

226
 PMU, CRMD
6th Floor CRS
Building
4. Conduct None 1 hour per Specimen
specimen batch of 33 Signature
signature documents Verifier
verification PMU, CRMD
6th Floor CRS
Building

Liaison Officer
PMU, CRMD
6th Floor CRS
Building

Supervisor
Registration
Officer III
PMU, CRMD
6th Floor CRS
Building

Chief, CRMD
7th Floor CRS
Building
Quezon City
5. Segregate the None 1 hour per Liaison Officer
documents that batch of 100 PMU, CRMD
passed AFs 6th Floor, CRS
verification and Building
the problem
documents Supervisor
Registration
5.1 Documents Officer III
that passed PMU, CRMD
the specimen 6th Floor, CRS
verification are Building
for uploading
in the Associate,
database- PMU
proceed to
Step 8 Supervisor
Registration
5.2 Problem Officer III
documents are PMU, CRMD
for issuance of 6th Floor CRS
feedback Building
notice

5.2.1 Prepare a Chief, CRMD

feedback CRS Building
notice to Quezon City
indicate
disapproval
of the EE
document
using EE
system

5.2.1.1 If
document
has an

227
 existing
transaction/
job request, 1 hour per
a feedback batch of 15
form is documents
issued

5.2.1.2 If none,
prepare
letter of
feedback
for the
concerned
local civil
registrar,
proceed to
steps in
drafting
reply on
page292(3
7.Drafting
of Reply to
Communic
ations-
Simple)
6. Encode details of None 1 hour per Data Encoder
document in batch of 20 PMU, CRMD
DVSS documents 6th Floor CRS
Building

Supervisor
Registration
Officer III
PMU, CRMD
6th Floor CRS
Building
Chief, CRMD
CRS Building
Quezon City
7. Scan documents None 1 hour per EE scanning
for uploading in batch of 20 clerk
the database documents PMU, CRMD
CRS Building

Supervisor
Registration
Officer III
PMU, CRMD
CRS Building
Chief, CRMD
CRS Building
Quezon City
8. Validate scanned None 1 hour per EE Approver
documents. batch of 20 PMU, CRMD
documents 6th Floor CRMD
8.1 Approve
those that Supervisor
passed the Registration
verification in Officer III
the CRS PMU, CRMD
database 6th Floor CRMD
Chief, CRMD

228
 8.2 Disapproved 7th Floor CRS
documents Building
that did not Quezon City
passed
verification in
the CRS
database
9. Transmit None 1 hour per
Associate
approved batch of 20
PMU, CRMD
documents to the 6th Floor CRS
documents
archives for Building
archiving. Supervisor
Registration
10. Disapproved Officer III
documents are PMU, CRMD
separated for 6th Floor CRS
feedback and Building
transmitted for Chief, CRMD
folioing. 7th Floor CRS
Building
Quezon City
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS

5. Processing of Documents under Memorandum Circular 2010-04

Correction of entries involving errors the geographic, statistical portion and/ or registry
number in a civil registry document that cannot be corrected by judicial means or RA 9048
are processed at the CRMD.
Office or Division: Civil Register Management Division
Classification: Complex
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Endorsement letter from the Local Civil Local Civil Registry Office (LCRO) of the place
Registry Office of the vital event
2. Letter of request for correction pursuant
to OCRG Memorandum Circular 2010-
04 from the clients or Local Civil Registry
Office
3. Certified photocopy of Annotated Civil
Registry Documents
4. Certified photocopy of Un-annotated
Civil Registry documents
5. Certified photocopy of the registry book
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
1. Local Civil Registry 1. Receipt and control None 1 hour per Receiving Clerk,
Office endorse Civil of endorsed Civil batch of 1,800 Document
Registry Registry documents Receipt and
documents with documents (with Control
annotation under corrections Screening Unit
MC 2010-4 to the pursuant to OCRG (DRCSU), or
PSA central office Memorandum Coordinator/Offi
through courier Circular 2010-04) ce of the
in the Central Assistant
Office. National
Statistician
3rd Floor CRS
Building

229
 Supervisor
Registration
Officer II
DRCSU, OANS
3rd Floor CRS
Building

Asst. Nat’l
Statistician
8th Floor Civil
Registration
Service,
Quezon City
2. PMU receipt and None 30 minutes Receipt &
control of Control Staff
documents with (COSW)
MC 2010-04 PMU Controller
annotations PMU, CRMD
transmitted by the 6th Floor CRS
coordinator from Building
the OANS

Supervisor
Registration
Officer III, PMU,
CRMD
6th CRS Building

Chief, CRMD
7th Floor CRS
Building
Quezon City
3. Conduct specimen None 1 hour per Specimen
signature batch of 12 Signature
verification documents Verifier
PMU, CRMD
6th Floor CRS
Building

Supervisor
Registration
Officer III, PMU,
CRMD
6th CRS Building

Chief, CRMD
7th Floor CRS
Building
Quezon City

230
4. Segregate the None 1 hour per Liaison Officer
documents that batch of 100 PMU, CRMD
passed verification AFs 6th Floor CRS
and the problem Building
documents
Supervisor
4.1. Documents that Registration
passed the Officer III, PMU,
specimen CRMD
verification are th
6 Floor CRS
for uploading in Building
the database,
proceed to
Step 8 Chief, CRMD
7th Floor CRS
4.2. Problem Building
documents are Quezon City
for issuance of
feedback notice

4.3. Prepare a
feedback notice
to indicate
disapproval of
the EE
document
using EE
system
5. Encoding details of None 1 hour per Data Encoder
document in the batch of 20 PMU CRMD
DVSS documents 6th Floor CRS
Building

Supervisor
Registration
Officer III, PMU,
CRMD
6th Floor CRS
Building

Chief, CRMD
7th Floor CRS
Building
Quezon City
6. Scan documents None 1 hour per EE scanning
for uploading in the batch of 20 clerk
database documents PMU, CRMD
6th Floor CRS
Building

Supervisor
Registration
Officer III
PMU, CRMD
6th Floor CRS
Building

Chief, CRMD
7th Floor CRS
Building
Quezon City

231
 7. Validate scanned None 1 hour per EE Approver
documents. batch of 20 PMU, CRMD
documents 6th Floor CRMD
7.1. Approve those
that passed the Supervisor
verification in Registration
the CRS Officer III
database PMU, CRMD
6th Floor CRMD
7.2. Disapproved
documents that Chief, CRMD
did not passed 7th Floor CRS
verification in Building
the CRS Quezon City
database

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS

6. Processing of Civil Registry Documents under Circular 91-6 (Physical

Transfer of Document)
Circular No. 91-6 which was signed and issued on 18 November 1991 provides the
guidelines in the physical transfer of civil registry documents that were registered other
than the place of the occurrence of the vital events (birth, death, and marriage. This is in
compliance with the general rule that the place of occurrence is the place of registration
of a vital event.
CRMD processes documents subject for annotation under Circular No. 91-6.

Office or Division: Civil Register Management Division

Classification: Complex
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Endorsement letter from the Local Civil Local Civil Registry Office (LCRO) of the place
Registry Office where the document has been physically
2. Certified photocopy of Annotated Civil transferred
Registry Documents
3. Certified photocopy of Un-annotated
Civil Registry documents
4. Certified photocopy of the registry book
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
1. Local Civil Registry 1. Receipt and control None 1 hour per Receiving Clerk,
Office endorse Civil of endorsed Civil batch of 1,800 Document
Registry Registry documents Receipt and
documents with documents (with Control
annotation under annotation on Screening Unit
Circular 91-6 to the Circular No.91-6) (DRCSU), or
PSA Central Office in the Central Coordinator/Offi
through courier Office. ce of the
Assistant
National
Statistician
3rd Floor CRS
Building

Supervisor
Registration
Officer II

232
 DRCSU, OANS
3rd Floor CRS
Building

Asst. Nat’l
Statistician
8th Floor Civil
Registration
Service,
Quezon City
2. PMU receipt and None 30 minutes Receipt &
control of Control Staff
documents with (COSW)
Circular 91-6 PMU Controller
annotations PMU, CRMD
transmitted by 6th Floor CRS
DRCSU or from Building
coordinators/
OANS
Supervisor
Registration
Officer III, PMU,
CRMD
6th CRS Building

Chief, CRMD
7th Floor CRS
Building
Quezon City

3. Conduct specimen None 1 hour per Specimen

signature batch of 12 Signature
verification documents Verifier
PMU, CRMD
6th Floor CRS
Buildinng

Supervisor
Registration
Officer III, PMU,
CRMD
6th CRS Building

Chief, CRMD
7th Floor CRS
Building
Quezon City

233
4. Segregate the None 1 hour per Liaison Officer
documents that batch of 100 PMU, CRMD
passed verification AFs 6th Floor CRS
and the problem Building
documents
Supervisor
4.1. Documents that Registration
passed the Officer III, PMU,
specimen CRMD
verification are th
6 Floor CRS
for uploading in Building
the database,
proceed to Chief, CRMD
Step 8 7th Floor CRS
Building
4.2. Problem Quezon City
documents are
for issuance of
feedback notice

4.3. Prepare a
feedback notice
to indicate
disapproval of
the EE
document using
EE system

5. Encoding details of None 1 hour per Data Encoder

document in the batch of 20 PMU CRMD
DVSS documents 6th Floor CRS
Building

Supervisor
Registration
Officer III, PMU,
CRMD
6th Floor CRS
Building

Chief, CRMD
7th Floor CRS
Building
Quezon City

6. Scan documents None 1 hour per EE scanning

for uploading in the batch of 20 clerk
database documents PMU, CRMD
6th Floor CRS
Building

Supervisor
Registration
Officer III
PMU, CRMD
6th Floor CRS
Building

Chief, CRMD

234
 7th Floor CRS
Building
Quezon City
7. Validate scanned None 1 hour per EE Approver
documents. batch of 20 PMU, CRMD
documents 6th Floor CRMD
7.1. Approve those
that passed Supervisor
the verification Registration
in the CRS Officer III
database PMU, CRMD
6th Floor CRMD
7.2. Disapproved
documents Chief, CRMD
that did not 7th Floor CRS
passed Building
verification in Quezon City
the CRS
database

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS

7. Issuance of Annotation Requests: Copy issuance of Birth, Marriage,

or Death Affecting RA 9048 and/or RA 10172 at PSA CRS Outlet

Republic Act No. 9048 is an act authorizing the City or Municipal Civil Registrar or the
Consul General to correct a clerical or typographical error in an entry and or change of
first name or nickname in the civil register without need of a judicial order. This law
amended Article 376 of the Civil Code of the Philippines.
Republic Act No. 10172 is another act which further authorizes the City or Municipal Civil
Registrar or the Consul General to correct clerical or typographical errors in the DAY and
MONTH in the DATE of BIRTH or SEX of a person appearing in the Civil Register without
need of a judicial order, amending RA 9048.
Office or Division: Civil Register Management Division
Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Approved petition with the C/MCR Local Civil Registry Office (LCRO) of the place
decision (one photocopy certified by the of birth
concerned LCRO)
• Correction of Clerical Error [CCE]
• Change of first name [ CFN]
2. Certificate of Finality(one photocopy
certified by the concerned LCRO)
3. Action taken by the Civil Registrar
General (CRG) (one photocopy certified
by the concerned LCRO)
4. Un-annotated Certificate of Live Birth
(one photocopy certified by the
concerned LCRO)
5. Annotated Certificate of Live Birth
effecting RA 9048/RA10172(one
photocopy certified by the concerned
LCRO)
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
RA9048/RA10172 AND SUPPLEMENTAL REPORT UNIT

235
1. Receipt and None 30 minutes ODDS
control of per batch of Controller
application forms Note: AF 100 AFs RA9048/RA101
(AFs) and here is for 72 and
supporting request for Supplemental
documents filed by copy Report Unit,
the client at the issuance CRMD,
PSA CRS Outlet - of the CRS Building,
East Avenue, BMD Quezon City
Quezon City docs.
Processin
1.1 Check the AFs g fee for Supervisor
of transmitted copy RA9048/RA101
documents vs. issuance 72 and
list of of the Supplemental
documents in annotated Report Unit,
the transmittal COLB is CRMD,
being CRS Building,
1.1.1 If the AF is not collected Quezon City
among the list by the
in the PSA CRS
transmittal, Outlet - Chief, CRMD,
return to CRS East CRS Building,
Outlet Avenue, Quezon City
Q.C.
1.1.2If the AF is
among the list
in the
transmittal,
proceed to 2.

2. Print e-copy of AFs None. 35 minutes

per batch of
2.1 Barcode e- Note: AF 100 AFs
copy of AFs from here
through the onwards is
ODDS system the
encoded
2.2 Forward AFs to job
sorter/matcher request for
the
process.
3. Sort e-copy of AFs None. 1 hour per ODDS
by type/source batch of 100 Controller
AFs RA9048/RA101
4. Match e-copy of None 1 hour per 72 and
AFs with its batch of 100 Supplemental
supporting AFs Report Unit,
documents CRMD,
CRS Building,
4.1 If the AF is only Quezon City
supported with
a photocopy of
the courier Supervisor
receipt, check RA9048/RA101
RCC whether 72 and
the documents Supplemental
was already Report Unit,
previously CRMD,
received. CRS Building,
Quezon City

236
 4.1.1 If the Chief, CRMD,
result is CRS Building,
negative Quezon City
RCC,
forward to
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

4.1.2 If
positive
RCC,
retrieve the
documents
and proceed
to 4.2

4.1.3 If the AF
matches the
document
submitted by
PSA CRS
Outlet,
forward the
set of
documents
to the
Screener

4.2 In case the AF

was incorrectly
encoded as to
the type of
document (i.e.
RA9408
instead of
RA9048), route
the document
to the Pre-
Releasing Unit

4.2.1 Pre-
releasing
Unit to create
the
transaction
rectifying the
incorrectly
encoded AFs

4.2.2
RA9048/RA1
0172 and
Supplementa
l Report Unit
to print the
rectified AF
and attach to
its supporting

237
 documents
(and original
AF)

4.2.3 AF and
supporting
documents
forwarded to
Screener/Sp
ec signature
verifier

4.3 In case the

document
submitted has
no matching
AF, return the
document to
the Outlet for
verification

5 Distribute the AFs None 5 minutes per Sorter/Matcher

and supporting batch of 100 RA9048/RA101
documents for AFs 72 and
initial screening Supplemental
and specimen Report Unit,
signature CRMD,
verification CRS Building,
Quezon City

Supervisor
RA9048/RA101
72 and
Supplemental
Report Unit,
CRMD,
CRS Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
6 Verify the None 3 hours per Screener/Speci
specimen batch of 100 men Signature
signature of the AFs Verifier
authorized LCRO RA9048/RA101
signatory in the 72 and
database Supplemental
Report Unit,
6.1 If documents CRMD,
passed CRS Building,
specimen Quezon City
signature
verification,
stamp “Verified Supervisor
by” and date of RA9048/RA101
verification and 72 and
affix Supplemental
initial/signature

238
 on each page of Report Unit,
the documents CRMD,
CRS Building,
6.2 If document did Quezon City
not pass
verification,
attach the blue Chief, CRMD,
stub and CRS Building,
indicate the Quezon City
feedback

7 Conduct initial None 3 hours per

screening and batch of 100
attach evaluation AFs
form to the
supporting
documents

7.1 Check
completeness
and the
authenticity of
the supporting
documents

7.1.1 If the
document is
complete
and
authentic,
proceed to
7.2.

7.1.2 If the
document is
incomplete,
Screener
shall indicate
the finding in
the
evaluation
form and
proceed to
7.2.

7.1.3 If the
document
lacks
authenticity,
Screener
shall indicate
the finding in
the
evaluation
form and
proceed to
7.2.

7.2 Check
consistency of
the entries in

239
 the documents
submitted

7.2.1 If the
documents
are found to
be consistent
and
complete,
forward the
documents
to the ODDS
Controller for
the routing to
the
Annotation
Unit.(Procee
d to
Annotation
Processing
on page 51)

7.2.2 If the
documents
are found to
be complete
but
inconsistent,
or
incomplete
but
consistent, or
incomplete
and
inconsistent,
Screener
shall indicate
the finding in
the
evaluation
form and
further
verification is
to be made
using CRS
database.

1. Verify from the

CRS database the
existence of the
civil registry
document/s.

1.1. If the document

is already found
annotated for
RA
9048/RA10172,
return the
documents to
ODDS
Controller for

240
 logging out
“Positive” in the
system.

1.2.If the
document is
found in the
CRS
database,
check
whether the
entries are
unreadable or
blurred.

1.2.1. If the record

is with clear
entries,
forward the
same to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

1.2.2. If blurred or
unreadable,
return the
documents
to the ODDS
Controller
for routing to
the
appropriate
Archive or
Unit for
retrieval and
subsequent
re-scanning
and re-
uploading to
the CRS
database.
Feedback
Clerk to
prepare the
appropriate
feedback.

1.2.3. If found
negative in
the CRS
database,
check if the
birth
document is
available in
the
supporting
documents.

241
 1.2.3.1. If available
from the
supporting
documents,
Supervisor
shall
evaluate the
document
and endorse
the same by
the ODDS
Controller to
PMU for
scanning
and loading
to the CRS
database.
Feedback
Clerk to
prepare the
appropriate
feedback.

1.2.3.2. If not
available
in the
supporting
document
s, ODDS
Controller
routes the
same to
the
appropriat
e Archive
or Unit for
manual
verification
.
Feedback
Clerk to
prepare
the
appropriat
e
feedback.

1.3. If the document

for annotation is
for cancellation
in the CRS
database (For
Void due to
errors in the
previous
annotation),
ODDS
controller
routes the AF to
appropriate
Archive or Unit

242
 for the retrieval
of the
supporting
documents.

1.3.1. If the
documents
are already
pulled out,
ODDS
controller
routes to
PMU for
cancellation
through Error
Correction
Form (ECF).

1.3.2. If the
documents
are already
voided,
ODDS
controller
routes to
Annotation
Unit.

2. Preparation and 1 hour per 20 Feedback

issuance of feedback Clerks
feedback prepared RA9048/RA101
72 and
2.1. Check ODDS Supplemental
for previous Report Unit,
feedback CRMD,
CRS Building,
2.1.1. If positive Quezon City
ODDS, retrieve
the documents
and proceed to 6 Supervisor
RA9048/RA101
2.1.2. If 72 and
negative, Supplemental
proceed to 9.5 Report Unit,
CRMD,
2.2. Check RCC if CRS Building,
there is Quezon City
feedback
compliance
Chief, CRMD,
2.2.1. If CRS Building,
positive RCC, Quezon City
retrieve the
documents
and proceed
to 4.2

2.2.2. If
negative,
proceed to 9.5

243
 2.3. Refer to
supervisor for
complicated
feedback

2.4. Supervisor
review and
assess
complicated
feedback

2.5. Consolidate all

feedback
generated from
various
processes and
forward the
documents to
ODDS
controller for
routing to Pre-
releasing Unit
for printing of
the feedback.

ANNOTATION UNIT
3. Receipt and 30 minutes ODDS
control of per batch of Controller
application forms 100 AFs Annotation Unit,
(AFs) and CRMD, CRS
supporting Building,
documents from Quezon City
RA9048/RA10172
and Supplemental
Report Unit Supervisor
Annotation Unit,
3.1. Check the CRMD, CRS
AFs of Building,
transmitted Quezon City
documents
vs. list of Chief, CRMD,
documents in CRS Building,
the transmittal Quezon City

3.1.1. If the AF is not

among the list
in the
transmittal,
return to
RA9048/RA1
0172 and
Supplemental
Report Unit

3.1.2. If the AF is
among the list
in the
transmittal,
proceed to the
next step.

244
 3.2. Barcode e-
copy of AFs
through the
ODDS system

3.3. Forward the

documents to
the Team
Lead for
distribution to
the
Annotators.

4. Distribute 5 minutes Team Lead

Application Forms Annotation Unit,
and the supporting CRMD, CRS
documents to the Building,
Annotator for Quezon City
processing. Supervisor
Annotation Unit,
CRMD, CRS
Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City

5. Annotation of 1 hour per 11 Annotator

COLB in the CRS documents Annotation Unit,
database annotated CRMD, CRS
Building,
5.1. Conduct Quezon City
screening of
the supporting
documents Supervisor
and verify the Annotation Unit,
birth record CRMD, CRS
requested for Building,
annotation in Quezon City
the CRS
database Chief, CRMD,
CRS Building,
5.1.1. Counter Quezon City
check the
completeness
of the
requirements
and
consistency of
entries versus
the data in the
image/record
in CRS
database.

5.1.2. If the record

passed
verification,
annotate the
image in the
CRS

245
 database,
enter the
details in the
Top Sheet
(index), and
submit for
approval

5.1.3. If the record

does not
pass the
verification,
indicate the
finding in the
evaluation
form and
forward the
same to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

5.1.4. If the
document is
already
found
annotated
for
RA908/RA1
0172, return
the
documents
to ODDS
Controller
for logging
out in the
system.

5.2. If the
document is
found in the
CRS
database,
check
whether the
entries are
unreadable
or blurred.

5.2.1. If the record

is with clear
entries,
proceed to
12.1.2

5.2.2. If blurred or
unreadable,
return the
documents

246
 to the ODDS
Controller
for routing to
the
appropriate
Archive or
Unit for
retrieval and
subsequent
re-scanning
and re-
uploading to
the CRS
database.

5.2.2.1. If
approved by
the PMU,
proceed to
12.1.2

5.2.2.2. If
disapproved
, ODDS
Controller
forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

5.3. If found
negative in
the CRS
database,
check if the
birth
document
un-
annotated is
available in
the
supporting
documents.

5.3.1. If available
from the
supporting
documents,
Supervisor
shall
evaluate the
document
and endorse
the same by
the ODDS
Controller to
PMU for

247
 scanning
and loading
to the CRS
database.

5.3.1.1. If
approved by
the PMU,
proceed to
12.1.2

5.3.1.2. If
disapproved
, ODDS
Controller
forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

5.3.2. If not
available in
the
supporting
documents,
ODDS
Controller
routes the
same to the
appropriate
Archive or
Unit for
manual
verification.

5.3.2.1. If
available,
the
concerned
Archive or
Unit route to
PMU for
scanning
and
uploading.

5.3.2.1.1. If
approved by
the PMU,
proceed to
12.1.2

5.3.2.1.2. If
disapproved
, ODDS
Controller
forwards the

248
 documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

5.3.2.2. If not
available,
ODDS
Controller
forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

5.4. If multiple
records,
forward to
ODDS
controller for
routing to
PMU for
BReN-
linking/
BReN-
unlinking.
Once done,
proceed to
12.1.2

5.5. If found
error
“Petition not
valid for
annotation”,
return to
RA9048/RA
10172 and
Supplement
al Report
Unit to
coordinate
with the
Legal
Service.
Once done,
proceed to
12.1.2

6. Approval of 1 hour per 15 Approver

Annotation annotated Annotation Unit,
documents CRMD, CRS
approved

249
6.1. Review the Building,
completene Quezon City
ss of the
requirement
s and Supervisor
consistencie Annotation Unit,
s of entries CRMD, CRS
of the Building,
supporting Quezon City
documents.
Chief, CRMD,
6.1.1. If the CRS Building,
documents Quezon City
are
complete
and
consistent,
proceed to Note:
13.2 Once the
document
6.1.2. If the has been
documents approved,
are either copy
incomplete issuance
or is
inconsistent available
or both, online
indicate the within the
finding in the day in
evaluation Central
form and Office and
type in the 2-3 days
“comment in other
box” and Outlets
return the
same to the
Annotator
for review.

6.2. Proofread
the
annotation
in the
annotated
image and
Top Sheet in
the
Electronic
Annotation
System
(EAS)

6.2.1. If the
annotation
and Top
Sheet has
no error,
Tag as
“Approve”
the
annotated
image. Print

250
 and sign the
annotated
image and
Top Sheet.
Attached in
the
supporting
documents
and forward
to ODDS
Controller
for routing to
RA9048/RA
10172 and
Supplement
al Report
Unit.

6.2.2. If the
annotation
has an error,
disapprove
the image
and type
comments
on the
“comment
box” and
return to the
Annotator to
correct the
error made.

7. Preparation and 1 hour per 27 Feedback Clerk

issuance of feedback Annotation Unit,
feedback prepared CRMD, CRS
Building,
7.1. Check Quezon City
ODDS for
previous
feedback Supervisor
Annotation Unit,
7.1.1. If positive CRMD, CRS
ODDS, Building,
review the Quezon City
previous
feedback Chief, CRMD,
and proceed CRS Building,
to 14.2 Quezon City

7.1.2. If negative,
proceed to
14.5

7.2. Check RCC

if there is
feedback
compliance

7.2.1. If positive
RCC,

251
 retrieve the
documents
and proceed
to 13

7.2.2. If negative,
proceed to
15.5

7.3. Refer to
supervisor
for
complicated
feedback

7.4. Supervisor
review and
assess
complicated
feedback

7.5.Consolidate
all feedback
generated
from various
processes
and forward
the
documents
to ODDS
controller for
routing to
Pre-
releasing
Unit for
printing of
the
feedback.
The following documents subject for annotations depending on the results of evaluation
will be routed to the following:

• Negative Record in the PSA database or for clear copy

Unit/Archives Coverage Remarks

Document Processing Unit- Current Year Refer to Page 9 for the
(ex. 2020) detailed process
Birth/Death/Marriage Archives Past 2 Year Refer to Page 10 for the
(2018-2019) detailed process
Microfilm Unit 1945-1994 Refer to Page 8 for the
detailed process
Central Archives 1945-2018 Refer to Page 11 for the
detailed process

• For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the

Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for
Bren-linking/unlinking on the detailed process.

PRE-RELEASING UNIT
23. Receipt and 30 minutes ODDS
control of for every Controller
application forms batch of 100 Pre-releasing
(AFs) and AF Unit, CRMD,
252
 supporting CRS Building,
documents from Quezon City
RA9048/RA10172
and Supplemental
Report Unit Supervisor
Pre-releasing
a. For “Positive” Unit, CRMD,
transaction. CRS Building,
Quezon City
i. Check the
AFs of Chief, CRMD,
transmitted CRS Building,
documents Quezon City
vs. list of
documents
in the
transmittal

ii. If the AF is
not among
the list in
the
transmittal,
return to
RA9048/RA
10172 and
Supplement
al Report

iii. If the AF is
among the
list in the
transmittal,
proceed to
17

24. If the result of

verification is a
Feedback:

a. Logs out AF with

“feedback”
through ODDS
system.

b. Prints the
Feedback and
attaches to the
AF and its
supporting 1 hour per
documents batch of 77
feedback
c. Prepares
transmittal and
forward the
printed
“feedback” and
the supporting
documents to
PSA CRS Outlet

253
 25. Logs out
“Positive” AFs
with Security
Paper (SECPA)
and transmit to 1 hour per
PSA CRS Outlet. batch of
1,800 AFs

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet)
15 WORKING DAYS (Other PSA CRS Outlets
except for Regions implementing
Decentralized Annotations)

8. Issuance of Annotation Requests: Copy Issuance of Birth

Document Effecting Legitimation by Subsequent Marriage of
Parents

Legitimation is a process where a child born out of wedlock is considered legitimate by

fiction of law due to the subsequent valid marriage of the child’s biological parents, who
at the time of the conception of the child do not have any legal impediment to marry each
other.

Marginal annotation on the Certificate of Live Birth or Report of Birth of a child is affected
after the submission of the requisite documents for legitimation. The filing and acceptance
of the application for the copy issuance of the annotated birth document is at the PSA
Civil Registry System Outlet (PSA CRS Outlet) in East Avenue, Quezon City and the
processing of the request is being done by the Civil Register Management Division under
the Civil Registration Service.
Office or Division: Civil Register Management Division
Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
A. FOR CHILDREN BORN IN THE PHILIPPINES: Local Civil Registry Office (LCRO) of
the place of birth
1. Joint Affidavit of Legitimation (AOL) executed
by the parents (one photocopy certified by the
concerned LCRO)
2. Supplemental Joint AOL executed by the
parents if the previously registered AOL does
not state the fact of minority (one photocopy
certified by the concerned LCRO)
3. Certificate of Registration of the Joint Affidavit
AOL issued by the concerned LCRO (one
original copy)
4. Certificate of Marriage/Report of Marriage of
parents (one photocopy certified by the
concerned LCRO)
5. Un-annotated Certificate of Live Birth (one
photocopy certified by the concerned LCRO)
6. Annotated Certificate of Live Birtheffecting
legitimation (one photocopy certified by the
concerned LCRO)

254
 7. Certificate of No Marriage Record
(CENOMAR)/Advisory on Marriagesof the
parents issued by the PSA (one photocopy
certified by the concerned LCRO)
Other documents, if applicable
8. Certificate of Death/Report of Death/Judicial
Declaration of Presumptive Death of the
spouse, in case of death or presumptive death
of one of the spouses after the celebration of
marriage of the parents and the AOL is
executed only by the surviving spouse(one
photocopy certified by the concerned LCRO)
9. Registered Affidavit of Acknowledgment (AA),
Affidavit of Admission of Paternity (AAP),
Private Handwritten Instrument(PHI) or any
proof of recognition made by the father in favor
of the child, in case of his death after the
celebration of marriage of the parents
10. Certificate/s of Death/Report/s of
Death/Judicial Declaration of Presumptive
Death of the deceased previous spouse/s, in
case the concerned spouse/s was/were
previously married (one photocopy certified by
the concerned LCRO/PFSP/PSA copy)
11. Certificate/s of Marriage of previous marriage/s
by one or both spouses with annotation
effecting the IP dissolution of marriage or a
judicial decree on nullity, annulment, divorce or
recognition of foreign divorce in case the
concerned spouse/s was/were previously
married (one photocopy certified by the
concerned LCRO)
B. FOR CHILDREN BORN ABROAD: Philippine Foreign Service Post
(PFSP) where the Report of Birth was
recorded
1. Joint Affidavit of Legitimation (AOL) executed
by the parents in the Philippines or abroad (one
photocopy certified by the City Civil Registry
Office of Manila)
2. Supplemental Joint AOL executed by the
parents if the previously registered AOL does
not state the fact of minority of one or both
parents (one photocopy certified by the
concerned LCRO)
3. Certificate of Registration of the Joint AOL
issued by the City Civil Registry Office of Manila
(one original copy)
4. Certificate of Marriage/Report of Marriage of
parents (one photocopy certified by the
concerned LCRO/PSA copy)
5. Un-annotated Report of Birth (one photocopy
certified by the concerned PFSP/PSA copy)
6. Certificate of No Marriage Record
(CENOMAR)/Advisory on Marriages of the
parents issued by the PSA
Other requirements, if applicable
7. Certificate of Death/Report of Death/Judicial
Declaration of Presumptive Death of the
spouse, in case of the death or presumptive
death of one of the spouses after the
celebration of marriage of the parents (one

255
 photocopy certified by the concerned
LCRO/PFSP/PSA copy)
8. Registered Affidavit of Acknowledgment (AA),
Affidavit of Admission of Paternity (AAP) or
Private Handwritten Instrument (PHI) or any
proof of recognition made by the father in favor
of the child, in case of his death (one photocopy
certified by the concerned PFSP)
9. Certificate/s of Death/Report/s of
Death/Judicial Declaration of Presumptive
Death of the deceased previous spouse/s, in
case the concerned spouse/s were previously
married (one photocopy certified by the
concerned LCRO/PFSP/PSA copy)
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
LEGAL INSTRUMENTS UNIT
1 Receipt and control None 30 minutes ODDS
of application forms per batch of Controller
(AFs) and 100 AFs Legal
supporting Instrument Unit,
documents filed by CRMD,
the client at the PSA Note: AF CRS Building,
CRS Outlet - East here is for Quezon City
Avenue, Quezon request for
City copy
issuance Supervisor
1.1 Check theAFs of of the Legal
transmitted BMD Instrument Unit,
documents vs. docs. CRMD,
list of Processin CRS Building,
documents in g fee for Quezon City
the transmittal copy
issuance
1.1.1 If the AF is not of the Chief, CRMD,
among the list annotated CRS Building,
in the COLB is Quezon City
transmittal, being
return to CRS collected
Outlet by the
PSA CRS
1.1.2 If the AF is Outlet -
among the list East
in the Avenue,
transmittal, Q.C.
proceed to 2.
2 Print e-copy of AFs None. 35 minutes
per batch of
2.1 Barcode e-copy Note: AF 100 AFs
of AFs through from here
the ODDS onwards is
system the
encoded
2.2 Forward AFs to job
sorter/matcher request for
the
process.
3 Sort e-copy of AFs None. 1 hour per Sorter/Matcher
by type/source batch of 100
AFs

256
4 Match e-copy of None 1 hour per Legal
AFs with its batch of 100 Instrument Unit,
supporting AFs CRMD,
documents CRS Building,
Quezon City
4.1 If the AF is only
supported with a
photocopy of the Supervisor
courier receipt, Legal
check RCC Instrument Unit,
whether the CRMD,
documents was CRS Building,
already Quezon City
previously
received.
Chief, CRMD,
4.1.1 If the negative CRS Building,
RCC, forward Quezon City
to Feedback
Clerk for the
preparation of
the appropriate
feedback.

4.1.2 If positive
RCC, retrieve
the documents
and proceed to
4.2

4.2 If the AF
matches the
document
submitted by
PSA CRS
Outlet, forward
the set of
documents to
the Screener

4.3 In case the AF

was incorrectly
encoded as to
the type of
document (i.e.
LGLNS instead
of LGLINS),
route the
document to the
Pre-Releasing
Unit

4.3.1 Pre-releasing
Unit to create
the transaction
rectifying the
incorrectly
encoded AFs

4.3.2 LI Unit to print

the rectified AF

257
 and attach to
its supporting
documents
(and original
AF)

4.3.3 AF and
supporting
documents
forwarded to
Screener/Spec
signature
verifier

4.4 In case the

document
submitted has
no matching AF,
return the
document to the
Outlet for
verification
5 Distribute the AFs None 5 minutes per Sorter/Matcher
and supporting batch of 100 Legal
documents for initial AFs Instrument Unit,
screening and CRMD,
specimen signature CRS Building,
verification Quezon City

Supervisor
Legal
Instrument Unit,
CRMD,
CRS Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
6 Verify the specimen None 3 hours per Screener/Speci
signature of the batch of 100 men Signature
authorized LCRO AFs Verifier
signatory in the Legal
database Instrument Unit,
CRMD, CRS
6.1 If documents Building,
passed Quezon City
specimen
signature
verification, Supervisor
stamp “Verified Legal
by” and date of Instrument Unit,
verification and CRMD,
affix CRS Building,
initial/signature Quezon City
on each page of
the documents
Chief, CRMD,
6.2 If document did CRS Building,
not pass Quezon City
verification,
attach the blue

258
 stub and
indicate the
feedback
7 Conduct initial None 3 hours per
screening and batch of 100
attach evaluation AFs
form to the
supporting
documents

7.1 Check
completeness
and the
authenticity of
the supporting
documents

7.1.1 If the
document is
complete and
authentic,
proceed to
7.2.

7.1.2 If the
document is
incomplete,
Screener
shall indicate
the finding in
the
evaluation
form and
proceed to
7.2.

7.1.3 If the
document
lacks
authenticity,
Screener
shall indicate
the finding in
the
evaluation
form and
proceed to
7.2.

7.2 Check consistency

of the entries in the
documents
submitted

7.2.1 If the
documents
are found to
be consistent
and
complete,
forward the
documents to

259
 the ODDS
Controller for
the routing to
the
Annotation
Unit.
(Proceed to
Annotation
Unit Process
on page 103)

7.2.2 If the
documents
are found to
be complete
but
inconsistent,
or incomplete
but
consistent, or
incomplete
and
inconsistent,
Screener
shall indicate
the finding in
the
evaluation
form and
further
verification is
to be made
using CRS
database.

8. Verify from the CRS 1 hour per

database the batch of 47
existence of the civil AFs
registry
document/s.

8.1. If the document

is already found
annotated for
legitimation,
return the
documents to
ODDS
Controller for
logging out
“Positive” in the
system.

8.2. If the document

is found in the
CRS database,
check whether
the entries are
unreadable or
blurred.

260
8.2.1. If the
record is with
clear entries,
forward the
same to the
Feedback
Clerk for the
preparation of
the appropriate
feedback.

8.2.2. If blurred
or unreadable,
return the
documents to
the ODDS
Controller for
routing to the
appropriate
Archive or Unit
for retrieval
and
subsequent re-
scanning and
re-uploading to
the CRS
database.
Feedback
Clerk to
prepare the
appropriate
feedback.

8.2.3. If found
negative in the
CRS
database,
check if the
birth document
is available in
the supporting
documents.

8.2.3.1. If
available
from the
supporting
documents,
Supervisor
shall evaluate
the document
and endorse
the same by
the ODDS
Controller to
PMU for
scanning and
loading to the
CRS
database.
Feedback
Clerk to

261
 prepare the
appropriate
feedback.

8.2.3.2. If not
available in
the
supporting
documents,
ODDS
Controller
routes the
same to the
appropriate
Archive or
Unit for
manual
verification.
Feedback
Clerk to
prepare the
appropriate
feedback.

8.2.4. If the
documents
are found to
be complete
but
inconsistent,
or incomplete
but
consistent, or
incomplete
and
inconsistent,
ODDS
Controller
route the AF
to RSO-
CENOMAR
verifiers.
Feedback
Clerk to
prepare the
appropriate
feedback.

8.3. If the document

for annotation is
for cancellation
in the CRS
database (For
Void due to
errors in the
previous
annotation),
ODDS controller
routes the AF to
appropriate
Archive or Unit
for the retrieval

262
 of the
supporting
documents.

8.3.1. If the
documents are
already pulled
out, ODDS
controller
routes to PMU
for cancellation
through Error
Correction
Form (ECF).

8.3.2. If the
documents are
already
voided, ODDS
controller
routes to
Annotation
Unit.
9. Preparation and 1 hour per 20 Feedback
issuance of feedback Clerks
feedback prepared Legal
Instrument Unit,
9.1. Check ODDS CRMD, CRS
for previous Building,
feedback Quezon City

9.1.1. If positive
ODDS, Supervisor
retrieve the Legal
documents Instrument Unit,
and proceed to CRMD,
4.2 CRS Building,
Quezon City
9.1.2. If
negative,
proceed to 9.5 Chief, CRMD,
CRS Building,
9.2. Check RCC if Quezon City
there is
feedback
compliance

9.2.1. If positive
RCC, retrieve
the documents
and proceed to
4.2

9.2.2. If
negative,
proceed to 9.5
9.3. Refer to
supervisor for
complicated
feedback

263
 9.4. Supervisor
review and
assess
complicated
feedback

9.5. Consolidate all

feedback
generated from
various
processes and
forward the
documents to
ODDS controller
for routing to
Pre-releasing
Unit for printing
of the feedback.
ANNOTATION UNIT PROCESS
10. Receipt and control 30 minutes ODDS
of application forms per batch of Controller
(AFs) and 100 AFs Annotation Unit,
supporting CRMD, CRS
documents from Building,
Legal Instruments Quezon City
Unit

10.1. Check the AFs Supervisor

of transmitted Annotation Unit,
documents vs. CRMD, CRS
list of Building,
documents in Quezon City
the transmittal
Chief, CRMD,
10.1.1. If the AF CRS Building,
is not among Quezon City
the list in the
transmittal,
return to
Legal
Instruments
Unit

10.1.2. If the AF
is among the
list in the
transmittal,
proceed to
the next step.

10.2. Barcode e-
copy of AFs
through the
ODDS system

10.3. Forward
documents to
RSO-
CENOMAR
verifier.

264
11. Verification of 1 hour for RSO-
CENOMAR/CEMA every 13 CENOMAR
R to check the CENOMARs Annotation Unit,
marital status of verified CRMD, CRS
each parent at the Building,
time of the Quezon City
conception of the
child subject of
legitimation. Supervisor
Annotation Unit,
11.1. If the result of CRMD, CRS
verification is Building,
“With Quezon City
impediment”,
stamp the AF Chief, CRMD,
indicating the CRS Building,
result and affix Quezon City
the verifier’s
signature.
Write the facts
of marriage in
the AFs and
forward the
same to the
Feedback
Clerk for the
preparation of
the appropriate
feedback.

11.2. If the result of

verification is
“Without
Impediment”,
stamp the AF
indicating the
result “Okay
for
Legitimation
and affix the
verifier’s
signature.
Forward the
documents to
the Team Lead
for distribution
to the
Annotators.
12. Distribute 5 minutes Team Lead
Application Forms Annotation Unit,
and the supporting CRMD, CRS
documents to the Building,
Annotator for Quezon City
processing.

Supervisor
Annotation Unit,
CRMD, CRS
Building,
Quezon City

Chief, CRMD,

265
 CRS Building,
Quezon City

13. Annotation of COLB 1 hour per 9 Annotator

in the CRS documents Annotation Unit,
database annotated CRMD, CRS
Building,
13.1. Conduct Quezon City
screening of
the supporting
documents Supervisor
and verify the Annotation Unit,
birth record CRMD, CRS
requested for Building,
annotation in Quezon City
the CRS
database Chief, CRMD,
CRS Building,
13.1.1. Counterc Quezon City
heck the
completenes
s of the
requirements
and
consistency
of entries
versus the
data in the
image/record
in CRS
database.

13.1.2. If the
record
passed
verification,
annotate the
image in the
CRS
database,
enter the
details in the
Top Sheet
(index), and
submit for
approval

13.1.3. If the
record does
not pass the
verification,
indicate the
finding in the
evaluation
form and
forward the
same to the
Feedback
Clerk for the
preparation
of the
appropriate

266
 feedback,
proceed to
Step 15

13.1.4. If the
document is
already found
annotated for
legitimation,
return the
documents to
ODDS
Controller for
logging out in
the system.

13.2. If the
document is
found in the
CRS
database,
check whether
the entries are
unreadable or
blurred.

13.2.1. If the
record is with
clear entries,
proceed to
13.1.2

13.2.2. If blurred
or
unreadable,
return the
documents to
the ODDS
Controller for
routing to the
appropriate
Archive or
Unit for
manual
retrieval and
subsequent
re-scanning
and re-
uploading to
the CRS
database.

13.2.2.1. If
approved by
the PMU,
proceed to
13.1.2

13.2.2.2. If
disapproved
, ODDS
Controller

267
 forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

13.3. If found
negative in the
CRS
database,
check if the
birth document
un-annotated
is available in
the supporting
documents.

13.3.1. If
available
from the
supporting
documents,
Supervisor
shall evaluate
the document
and endorse
the same by
the ODDS
Controller to
PMU for
scanning and
loading to the
CRS
database.

13.3.1.1. If
approved by
the PMU,
proceed to
13.1.2

13.3.1.2. If
disapproved
, ODDS
Controller
forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback,
proceed to
Step 15

268
13.3.2. If not
available in
the
supporting
documents,
ODDS
Controller
routes the
same to the
appropriate
Archive or
Unit for
manual
verification.

13.3.2.1. If
available,
the
concerned
Archive or
Unit route to
PMU for
scanning
and
uploading.

13.3.2.1.1. If
approved by
the PMU,
proceed to
13.1.2

13.3.2.1.2. If
disapproved
, ODDS
Controller
forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback,
proceed to
Step 15

13.3.2.2. If not
available,
ODDS
Controller
forwards the
documents to
the Feedback
Clerk for the
preparation
of the
appropriate
feedback,
proceed to
Step 15.

269
 13.4. If multiple
records,
forward to
ODDS
controller for
routing to
PMU for
BReN-
linking/
BReN-
unlinking.
Once done,
proceed to
13.1.2
14. Approval of 1 hour per 15 Approver
Annotation annotated Annotation Unit,
documents CRMD, CRS
14.1. Review the approved Building,
completeness of Quezon City
the
requirements
and Supervisor
consistencies of Annotation Unit,
entries of the CRMD, CRS
supporting Building,
documents. Quezon City
Once the
14.1.1. If the document Chief, CRMD,
documents has been CRS Building,
are complete approved, Quezon City
and copy
consistent, issuance
proceed to is
14.2 available
at the
14.1.2. If the Central
documents Outlet
are either within the
incomplete or day and 2-
inconsistent 3 days in
or both, other
indicate the Outlets
finding in the nationwid
evaluation e
form and type
in the
“comment
box” and
return the
same to the
Annotator for
review.

14.2. Proofread the

annotation in
the annotated
image and Top
Sheet in the
Electronic
Annotation
System (EAS)

270
 14.2.1. If the
annotation
and Top
Sheet has no
error, Tag as
“Approve” the
annotated
image. Print
and sign the
annotated
image and
Top Sheet.
Attached in
the
supporting
documents
and forward
to ODDS
Controller for
routing to
Legal
Instruments
Unit.

14.2.2. If the
annotation
has an error,
disapprove
the image
and type
comments on
the “comment
box” and
return to the
Annotator to
correct the
error made.
Proceed to
14.2

15. Preparation and 1 hour per 10 Feedback Clerk

issuance of feedback Annotation Unit,
feedback prepared CRMD, CRS
Building,
15.1. Check Quezon City
ODDS for
previous
feedback Supervisor
Annotation Unit,
15.1.1. If positive CRMD, CRS
ODDS, review Building,
the previous Quezon City
feedback.
Proceed to Chief, CRMD,
15.2 CRS Building,
Quezon City
15.1.2. If negative,
proceed to
15.5

271
 15.2. Check
RCC if there is
feedback
compliance

15.2.1. If positive
RCC, retrieve
the documents
and proceed to
13

15.2.2. If
negative,
proceed to
15.5

15.3. Refer to
supervisor for
complicated
feedback

15.4. Supervisor
review and
assess
complicated
feedback

15.5. Consolidate
all feedback
generated
from various
processes
and forward
the
documents to
ODDS
controller for
routing to
Pre-releasing
Unit for
printing of the
feedback.
The following documents subject for annotations depending on the results of evaluation
will be routed to the following:

• Negative Record in the PSA database or for clear copy

Unit/Archives Coverage Remarks

Document Processing Unit- Current Year Refer to Page 9 for the
(ex. 2020) detailed process
Birth/Death/Marriage Archives Past 2 Year Refer to Page 10 for the
(2018-2019) detailed process
Microfilm Unit 1945-1994 Refer to Page 8 for the
detailed process
Central Archives 1945-2018 Refer to Page 11 for the
detailed process

• For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations

in the Database- AFs are routed to PMU, refer to Page 252 for ECF process and
page 259 for Bren-linking/unlinking on the detailed process.

272
PRE-RELEASING UNIT
16. Receipt and control of 30 minutes for ODDS
application forms (AFs) every batch of Controlle
supporting documents 100 AF r
from Legal Instruments Pre-
Unit releasing
Unit,
16.1 For “Positive” CRMD,
transaction. CRS
Building,
16.2 Check the AFs Quezon
of transmitted City
documents vs. Supervis
list of documents or
in the transmittal Pre-
releasing
16.3 If the AF is not Unit,
among the list in CRMD,
the transmittal, CRS
return to Legal Building,
Instruments Unit Quezon
City
16.4 If the AF is
among the list in Chief,
the transmittal, CRMD,
proceed to 18 CRS
Building,
17. If the result of verification Quezon
is a Feedback: City

.1 Prints the Feedback

and attaches to the
AF and its supporting
documents

.2 Prepares transmittal
and forward the
printed “feedback”
and the supporting
documents to PSA
CRS Outlet

18. Logs out all “Positive”

documents

19. Logs out processed/

annotated documents
and its supporting
documents to Legal
Instruments Unit

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet)
15 WORKING DAYS (Other PSA CRS Outlet)

273
 9. Issuance of Annotation requests: Copy Issuance of Birth, Marriage,
Death Affecting Supplemental Report with One or Two Omitted
Entries

Office or Division: Civil Register Management Division

Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Affidavit of Supplemental Report (one Local Civil Registry Office (LCRO) of the
original/photocopy certified by the concerned place of birth, marriage and death
LCRO)
2. Supplemental Report (one photocopy certified
by the concerned LCRO)
3. Un-annotated Certificate of Live
Birth/Marriage/Death (one photocopy certified
by the concerned LCRO)
4. Annotated Certificate of Live
Birth/Marriage/Death effecting Supplemental
Report (one photocopy certified by the
concerned LCRO)
5. Other documents, if applicable

a. If supplied entries is more than two (2)

omitted entries:

b. Letter of Approval by Civil Registrar

General (CRG) (one photocopy certified by
the concerned LCRO)

FEES TO PROCESSIN PERSON

CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
RA9048/RA10172 AND SUPPLEMENTAL REPORT UNIT
1. Receipt and control None 30 minutes ODDS
of application forms per batch of Controller
(AFs) and supporting Note: AF 100 AFs RA9048/RA101
documents filed by here is for 72 and
the client at the PSA request for Supplemental
CRS Outlet - East copy Report Unit,
Avenue, Quezon issuance CRMD,
City of the CRS Building,
BMD Quezon City
1.1 Check the AFs of docs.
transmitted Processin
documents vs. g fee for Supervisor
list of documents copy RA9048/RA101
in the transmittal issuance 72 and
of the Supplemental
1.2 If the AF is not annotated Report Unit,
among the list in COLB is CRMD,
the transmittal, being CRS Building,
return to CRS collected Quezon City
Outlet by the
PSA CRS
1.3 If the AF is Outlet - Chief, CRMD,
among the list in East CRS Building,
the transmittal, Avenue, Quezon City
proceed to 2. Q.C.

274
2 Print e-copy of AFs None. 35 minutes
per batch of
2.1 Barcode e-copy Note: AF 100 AFs
of AFs through from here
the ODDS onwards is
system the
encoded
2.2 Forward AFs to job
sorter/matcher request for
the
process.
3 Sort e-copy of AFs None. 1 hour per ODDS
by type/source batch of 100 Controller
AFs RA9048/RA101
4 Match e-copy of None 1 hour per 72 and
AFs with its batch of 100 Supplemental
supporting AFs Report Unit,
documents CRMD,
CRS Building,
4.1 If the AF is only Quezon City
supported with a
photocopy of the
courier receipt, Supervisor
check RCC RA9048/RA101
whether the 72 and
documents was Supplemental
already Report Unit,
previously CRMD,
received. CRS Building,
Quezon City
4.1.1 If the negative
RCC, forward
to Feedback Chief, CRMD,
Clerk for the CRS Building,
preparation of Quezon City
the
appropriate
feedback.

4.1.2 If positive
RCC, retrieve
the
documents
and proceed
to 4.2

4.2 If the AF
matches the
document
submitted by
PSA CRS
Outlet,
forward the
set of
documents to
the Screener

4.3 In case the AF

was
incorrectly
encoded as to

275
 the type of
document (i.e.
RA9408
instead of
RA9048),
route the
document to
the Pre-
Releasing
Unit

4.3.1 Pre-
releasing Unit
to create the
transaction
rectifying the
incorrectly
encoded AFs

4.3.2
RA9048/RA1
0172 and
Supplemental
Report Unit to
print the
rectified AF
and attach to
its supporting
documents
(and original
AF)

4.3.3 AF and
supporting
documents
forwarded to
Screener/Spe
c signature
verifier

4.4 In case the

document
submitted has
no matching
AF, return the
document to
the Outlet for
verification

5 Distribute the AFs None 5 minutes per Sorter/Matcher

and supporting batch of 100 RA9048/RA101
documents for initial AFs 72 and
screening and Supplemental
specimen signature Report Unit,
verification CRMD,
CRS Building,
Quezon City

Supervisor
RA9048/RA101
72 and

276
 Supplemental
Report Unit,
CRMD,
CRS Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City

6 Verify the specimen None 3 hours per Screener/Speci

signature of the batch of 100 men Signature
authorized LCRO AFs Verifier
signatory in the RA9048/RA101
database 72 and
Supplemental
6.1 If documents Report Unit,
passed CRMD,
specimen CRS Building,
signature Quezon City
verification,
stamp
“Verified by” Supervisor
and date of RA9048/RA101
verification 72 and
and affix Supplemental
initial/signatur Report Unit,
e on each CRMD,
page of the CRS Building,
documents Quezon City

6.2 If document Chief, CRMD,

did not pass CRS Building,
verification, Quezon City
attach the
blue stub and
indicate the
feedback
7 Conduct initial None 3 hours per
screening and batch of 100
attach evaluation AFs
form to the
supporting
documents

7.1 Check
completeness
and the
authenticity of
the supporting
documents

7.1.1 If the
document is
complete and
authentic,
proceed to
7.2.

7.1.2 If the
document is

277
 incomplete,
Screener
shall indicate
the finding in
the evaluation
form and
proceed to
7.2.

7.1.3 If the
document
lacks
authenticity,
Screener
shall indicate
the finding in
the evaluation
form and
proceed to
7.2.

7.2 Check
consistency of
the entries in
the documents
submitted

7.2.1 If the
documents are
found to be
consistent and
complete,
forward the
documents to
the ODDS
Controller for
the routing to
the Annotation
Unit.(Proceed
to Annotation
Processing on
page 74)

7.2.2 If the
documents are
found to be
complete but
inconsistent, or
incomplete but
consistent, or
incomplete and
inconsistent,
Screener shall
indicate the
finding in the
evaluation form
and further
verification is to
be made using
CRS database.
8. Verify from the CRS
database the

278
existence of the civil
registry document/s.

8.1 If the document

is already found
annotated for
Supplemental
Report, return the
documents to
ODDS Controller
for logging out
“Positive” in the
system.

8.2 If the document

is found in the
CRS database,
check whether
the entries are
unreadable or
blurred.

8.2.1 If the record is

with clear entries,
forward the same
to the Feedback
Clerk for the
preparation of the
appropriate
feedback.

8.2.2 If blurred or
unreadable,
return the
documents to the
ODDS Controller
for routing to the
appropriate
Archive or Unit for
retrieval and
subsequent re-
scanning and re-
uploading to the
CRS database.
Feedback Clerk
to prepare the
appropriate
feedback.

8.2.3 If found
negative in the
CRS database,
check if the birth
document is
available in the
supporting
documents.

8.2.4 If available
from the
supporting
documents,

279
 Supervisor shall
evaluate the
document and
endorse the
same by the
ODDS Controller
to PMU for
scanning and
loading to the
CRS database.
Feedback Clerk
to prepare the
appropriate
feedback.

8.2.5 If not available

in the supporting
documents,
ODDS Controller
routes the same
to the appropriate
Archive or Unit for
manual
verification.
Feedback Clerk
to prepare the
appropriate
feedback.

8.3 If the document

for annotation is
for cancellation in
the CRS
database (For
Void due to errors
in the previous
annotation),
ODDS controller
routes the AF to
appropriate
Archive or Unit for
the retrieval of the
supporting
documents.

8.3.1 If the
documents are
already pulled
out, ODDS
controller routes
to PMU for
cancellation
through Error
Correction Form
(ECF).

8.3.2 If the
documents are
already voided,
ODDS controller

280
 routes to
Annotation Unit.
9. Preparation and 1 hour per 20 Feedback
issuance of feedback feedback Clerks
prepared RA9048/RA101
9.1 Check ODDS for 72 and
previous Supplemental
feedback Report Unit,
CRMD,
9.1.1 If positive CRS Building,
ODDS, retrieve Quezon City
the documents
and proceed to 6
Supervisor
9.1.2 If negative, RA9048/RA101
proceed to 9.5 72 and
Supplemental
9.2 Check RCC if Report Unit,
there is feedback CRMD,
compliance CRS Building,
Quezon City
9.2.1 If positive RCC,
retrieve the
documents and Chief, CRMD,
proceed to 4.2 CRS Building,
Quezon City
9.2.2 If negative,
proceed to 9.5

9.3 Refer to
supervisor for
complicated
feedback

9.4 Supervisor
review and
assess
complicated
feedback

9.5 Consolidate all

feedback
generated from
various
processes and
forward the
documents to
ODDS controller
for routing to Pre-
releasing Unit for
printing of the
feedback.

ANNOTATION UNIT
10. Receipt and control 30 minutes ODDS
of application forms per batch of Controller
(AFs) and 100 AFs Annotation Unit,
supporting CRMD, CRS
documents from Building,
RA9048/RA10172 Quezon City
and Supplemental
Report Unit

281
 Supervisor
10.1 Check the AFs Annotation Unit,
of transmitted CRMD, CRS
documents vs. Building,
list of Quezon City
documents in
the transmittal Chief, CRMD,
CRS Building,
10.1.1 If the AF is Quezon City
not among the
list in the
transmittal,
return to
RA9048/RA10
172 and
Supplemental
Report Unit

10.1.2 If the AF is
among the list
in the
transmittal,
proceed to the
next step.

10.2 Barcode e-
copy of AFs
through the
ODDS system

10.3 Forward the

documents to
the Team Lead
for distribution
to the
Annotators.

11. Distribute 5 minutes Team Lead

Application Forms Annotation Unit,
and the supporting CRMD, CRS
documents to the Building,
Annotator for Quezon City
processing.

Supervisor
Annotation Unit,
CRMD, CRS
Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City

12. Annotation of 1 hour per 11 Annotator

COLB in the CRS documents Annotation Unit,
database annotated CRMD, CRS
Building,
12.1 Conduct Quezon City
screening of
the supporting
documents Supervisor

282
 and verify the Annotation Unit,
birth record CRMD, CRS
requested for Building,
annotation in Quezon City
the CRS
database Chief, CRMD,
CRS Building,
12.1.1 Quezon City
Countercheck
the
completeness
of the
requirements
and
consistency of
entries versus
the data in the
image/record
in CRS
database.

12.1.2 If the record

passed
verification,
annotate the
image in the
CRS
database,
enter the
details in the
Top Sheet
(index), and
submit for
approval

12.1.3. If the record

does not pass
the
verification,
indicate the
finding in the
evaluation
form and
forward the
same to the
Feedback
Clerk for the
preparation of
the
appropriate
feedback.

12.1.4 If the
document is
already found
annotated for
legitimation,
return the
documents to
ODDS
Controller for

283
 logging out in
the system.

12.2 If the document

is found in the
CRS
database,
check whether
the entries are
unreadable or
blurred.

12.2.1 If the record

is with clear
entries,
proceed to
12.1.2

12.1.2 If blurred or
unreadable,
return the
documents to
the ODDS
Controller for
routing to the
appropriate
Archive or Unit
for retrieval
and
subsequent re-
scanning and
re-uploading to
the CRS
database.

12.1.2.1 If approved
by the PMU,
proceed to
12.1.2

12.1.2.2 If
disapproved,
ODDS
Controller
forwards the
documents to
the Feedback
Clerk for the
preparation of
the appropriate
feedback.

12.2 If found
negative in the
CRS
database,
check if the
birth document
un-annotated
is available in

284
 the supporting
documents.

12.2.1 If available
from the
supporting
documents,
Supervisor
shall evaluate
the document
and endorse
the same by
the ODDS
Controller to
PMU for
scanning and
loading to the
CRS
database.

12.1.2 If approved
by the PMU,
proceed to
12.1.2

12.1.3 If
disapproved,
ODDS
Controller
forward the
documents to
the Feedback
Clerk for the
preparation of
the appropriate
feedback.

12.1.3.1 If not
available in the
supporting
documents,
ODDS
Controller
routes the
same to the
appropriate
Archive or Unit
for manual
verification.

12.1.3.2 If
available, the
concerned
Archive or Unit
route to PMU
for scanning
and uploading.

12.1.3.2.1 If
approved by
the PMU,

285
 proceed to
12.1.2

12.1.3.2.2 If
disapproved,
ODDS
Controller
forwards the
documents to
the Feedback
Clerk for the
preparation of
the appropriate
feedback.

12.1.3.2.3 If not
available,
ODDS
Controller
forwards the
documents to
the Feedback
Clerk for the
preparation of
the appropriate
feedback.

12.2 If multiple
records,
forward to
ODDS
controller for
routing to PMU
for BReN-
linking/ BReN-
unlinking.
Once done,
proceed to
12.1.2
13. Approval of 1 hour per 15 Approver
Annotation annotated Annotation Unit,
documents CRMD, CRS
13.1 Review the approved Building,
completeness Quezon City
of the
requirements
and Supervisor
consistencies Annotation Unit,
of entries of CRMD, CRS
the supporting Building,
documents. Quezon City

13.1.1 If the
Once the Chief, CRMD,
documents are document CRS Building,
complete and has been Quezon City
consistent, approved,
proceed to
copy
13.2 issuance
is
13.1.2 If the available
documents are at the
either Central

286
 incomplete or Outlet
inconsistent or within the
both, indicate day and 2-
the finding in 3 days in
the evaluation other
form and type Outlets
in the nationwid
“comment box” e
and return the
same to the
Annotator for
review.

13.2 Proofread the

annotation in
the annotated
image and Top
Sheet in the
Electronic
Annotation
System (EAS)

13.2.1.If the
annotation and
Top Sheet has
no error, Tag
as “Approve”
the annotated
image. Print
and sign the
annotated
image and Top
Sheet.
Attached in the
supporting
documents
and forward to
ODDS
Controller for
routing to
RA9048/RA10
172 and
Supplemental
Report Unit.

13.2.2 If the
annotation has
an error,
disapprove the
image and type
comments on
the “comment
box” and return
to the Annotator
to correct the
error made.
14. Preparation and 1 hour per 27 Feedback Clerk
issuance of feedback Annotation Unit,
feedback prepared CRMD, CRS
Building,
14.1. Check Quezon City
ODDS for

287
 PREVIOUS
feedback Supervisor
Annotation Unit,
14.1.1. If positive CRMD, CRS
ODDS, Building,
review the Quezon City
previous
feedback Chief, CRMD,
and proceed CRS Building,
to 14.2 Quezon City

14.1.2. If negative,
proceed to
14.5

14.2. Check
RCC if there is
feedback
compliance

14.2.1. If positive
RCC,
retrieve the
documents
and proceed
to 13

14.2.2. If negative,
proceed to
15.5

14.3. Refer to
supervisor
for
complicated
feedback

14.4. Supervisor
review and
assess
complicated
feedback

14.5. Consolidate
all feedback
generated
from various
processes
and forward
the
documents
to ODDS
controller for
routing to
Pre-
releasing
Unit for
printing of
the
feedback.
The following documents subject for annotations depending on the results of evaluation
will be routed to the following:

288
 • Negative Record in the PSA database or for clear copy

Unit/Archives Coverage Remarks

Document Processing Unit- Current Year Refer to Page 9 for the
(ex. 2020) detailed process
Birth/Death/Marriage Archives Past 2 Year Refer to Page 10 for the
(2018-2019) detailed process
Microfilm Unit 1945-1994 Refer to Page 8 for the
detailed process
Central Archives 1945-2018 Refer to Page 11 for the
detailed process

• For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations

in the Database- AFs are routed to PMU, refer to Page 252 for ECF process and
page 259 for Bren-linking/unlinking on the detailed process.

PRE-RELEASING UNIT
15. Receipt and control 30 minutes for ODDS
of application forms every batch of Controller
(AFs) supporting 100 AF Pre-releasing
documents from Unit, CRMD,
RA9048/RA10172 CRS Building,
and Supplemental Quezon City
Report Unit

a. For “Positive” Supervisor

transaction. Pre-releasing
Unit, CRMD,
i. Check the CRS Building,
AFs of Quezon City
transmitted
documents Chief, CRMD,
vs. list of CRS Building,
documents in Quezon City
the transmittal

ii. If the AF is not

among the list
in the
transmittal,
return to
RA9048/RA1
0172 and
Supplemental
Report Unit

iii. If the AF is
among the list
in the
transmittal,
proceed to 17

33. If the result of

verification is a
Feedback:

a. Logs out AF with

“feedback” through
ODDS system.

289
 b. Prints the
Feedback and
attaches to the
AF and its 1 hour per
supporting batch of 77
documents feedback
c. Prepares
transmittal and
forward the
printed
“feedback” and
the supporting
documents to
PSA CRS
Outlet

34. Logs out “Positive”

AFs with Security
Paper (SECPA)
and transmit to
PSA CRS Outlet.
1 hour per
batch of 1,800
AFs

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet) 15 WORKING DAYS (Other PSA CRS Outlets except for Regions
implementing Decentralized Annotations)

10. Issuance of Annotation requests: Copy Issuance of Birth,

Marriage, Death Affecting Supplemental Report with More than Two
Omitted Entries

Office or Division: Civil Register Management Division

Classification: Complex
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Request letter from concerned LCR for Local Civil Registry Office of the place of vital
supplemental report of more than two event (birth, marriage, or death)
entries
2. Letter of Approval of the Assistant National Office of the Assistant National Statistician
Statistician of Civil Registration Service on Civil Registration Service
the request of the LCR for supplemental 8th Floor, CRS Building, East Avenue
report of more than two entries Quezon City
3. Certified photocopy/Original Copy of the
Affidavit of Supplemental Report
4. Certified photocopy of the supplemental
report
5. Certified photocopy of the document with
omitted entry/ies (un-annotated)
6. Certified photocopy of the supplemental
report bearing the effects of the
supplemental report with the mark “With
Supplemental Report” (annotated)
7. Certified photocopy/Original Copy of the
Affidavit of Supplemental Report
8. Certified photocopy of the supplemental
report

290
9. Certified photocopy of the document with
omitted entry/ies (un-annotated)
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
RA 9048/10172 AND SUPPLEMENTAL REPORT UNIT
1. Receives filled up None 5 minutes Receipt &
Application Form Control Staff
(AF) and supporting RA 9048/10172
documents from the and Suppl
liaison officer of the Report Unit
Central Outlet-East
Avenue.
Supervisor
2. Checks for Registration
completeness of the Officer II
transmitted RA 9048/10172
documents with the and Suppl
transmittal Report Unit
2.1 If the transmitted
documents are
complete, the
set of Chief, CRMD
documents will CRS Building,
be forwarded to Quezon City
RA 9048/10172
and
Supplemental
Unit for
Processing.

2.2 If the documents

are incomplete,
the set of
documents will
be returned to
the liaison
officer/client for
further
compliance of
the concerned
local civil
registrar

3. Print electronic copy None 35 minutes per ODDS Operator

of the AFs and batch of 100 RA 9048/10172
forward the same to AFs and Suppl
the concerned staff Report Unit

Supervisor
Registration
Officer II
RA 9048/10172
and Suppl
Report Unit

Chief, CRMD
CRS Building,
Quezon City

291
4. Sort e-copy of AFs None 1 hour per Sorter/Matcher
by type/source batch of 100 RA 9048/10172
AFs and Suppl
5. Match application None 1 hour per Report Unit
forms with the batch of 100
supporting AFs Supervisor
documents Registration
Officer II
RA 9048/10172
and Suppl
Report Unit

Chief, CRMD
CRS Building,
Quezon City
6. Query RCC if the None 1 hour per RCC Verifier
attachment in the AF batch of 100 RA 9048/10172
is courier only AFs and Suppl
Report Unit

Supervisor
Registration
Officer II
RA 9048/10172
and Suppl
Report Unit

Chief, CRMD
CRS Building,
Quezon City
7. If Positive Query None 1 hour per Verifier
retrieve the batch of 11 AFs RA 9048/10172
supporting pulled out and Suppl
documents from the Report Unit
concerned unit
Supervisor
8. Concerned archives Registration
to manually retrieve Officer II
the document RA 9048/10172
and Suppl
Report Unit

Chief, CRMD
CRS Building,
Quezon City
9. If Negative query None 1 hour per ODDS
issue feedback and batch of 27 AFs Controller
route to Pre- RA 9048/10172
releasing Unit for the and Suppl
preparation of Report Unit
feedback form
Supervisor
Registration
Officer II
RA 9048/10172
and Suppl
Report Unit

Chief, CRMD

292
 CRS Building,
Quezon City
10. Receive AF and None 1 hour per ODDS
print feedback batch of 74 AFs Controller
form/route to the Team Lead,
concerned PSA Associates
Outlet for printing of Pre-Releasing
feedback form Unit

Chief, CRMD
CRS Building,
Quezon City
11. Forward supporting 1 hour per Specimen
documents for batch of 35 Verifier
specimen documents RA 9048/10172
verification and Suppl
Report Unit
10.1 After
verification of Supervisor
the specimen Registration
signature, Officer II
proceed to RA 9048/10172
step 4 for and Suppl
further Report Unit
screening
Chief, CRMD
CRS Building,
Quezon City
11. Screens the AF and None 3 hours per Screener
the supporting batch of 100
documents. AFs

11.1 Attach
evaluation
forms to the
supporting
documents

11.2 Checks the

consistencies of
the entries and
the authenticity
of the
supporting
documents

11.2.1 If the entries

are consistent
and the
supporting
documents are
complete with
approved letter
from CRG,
prepare
transmittal and
forward to
annotation unit
for document
annotation
processing.

293
 11.2.2 If the entries
are
inconsistent
and the
supporting
documents are
complete with
approved letter
from CRG,
forward the
same to the
Feedback
Clerk for the
preparation of
the appropriate
feedback.
11.2.3 If the entries
are consistent
and the
supporting
documents are
incomplete
with approved
letter from
CRG, forward
the same to
the Feedback
Clerk for the
preparation of
the appropriate
feedback.

11.2.4 If the entries

are consistent
and the
supporting
documents are
complete
without
approved letter
from CRG,
forward the
same to the
Feedback
Clerk for the
preparation of
the appropriate
feedback and
route to Pre-
releasing Unit
for the printing
of feedback
form.
12. Documents that Annotation- 1
pass in the hour per batch
evaluation of the of 11
annotation unit, documents
prepares annotation
remarks in the Approval- 1
document. hour per batch

294
 12.1 Documents of 15
that needs documents
further
verifications and Once the
for retrieval of document has
documents in been approved,
the central copy issuance
archive’s routes is available at
them to the the Central
concerned unit. Outlet within
the day and 2-3
12.2 Annotation unit days in other
retrieves the
Outlets
new scanned
nationwide
document for
annotation.

12.3 Prepares
transmittal of
supporting
documents to be
returned to the
concerned units
for document
preparation

13. Receives 15 minutes Document

application forms Controller
with supporting
documents from
annotation unit

13.1 Checks the

completeness of
documents
received from
annotation

13.2 Detaches the

application
forms from
supporting
documents to be
forwarded to
SRU for printing
of SECPA

13.3 Forward
processed
documents to
the Document
preparation
Group.
13.4 Insertion of None 1 hour per Document
separator/ batch of 58 Preparation
attachments documents
with top sheet.

13.5 Sort by type of

documents

295
 13.6 Encodes
transmittal for
Data Capture
Center which
also serve as
the index for
easy retrieval of
processed
documents

13.7 Transmit
documents to
Data Capture
Center for
Scanning

13.8 Checks
received
annotated
documents from
Data Capture
Center versus
the transmittal.

13.9 Prepare folio of

processed
annotated
documents

13.10 Prepare
transmittal of
folders of
annotated
documents for
archiving

13.11 Transfer of
folios of
annotated
documents to
the Central
Archives

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet)
15 WORKING DAYS (Other PSA CRS Outlets
except for Regions implementing
Decentralized Annotations)

296
 11. Issuance of Annotation Requests: Copy Issuance of Birth
Document Effecting Republic Act No. 9255 under Administrative
Order No. 1, Series of 2004 (Old Implementing Rules and
Regulations)

RA 9255 is entitled an “Act Allowing Illegitimate Children to Use the Surname of their
Father”. This law allows illegitimate children to use the surname of their father if they are
recognized in their birth document or acknowledged in a separate public document or in
a private handwritten instrument. The procedures below provide the processing of RA
9255 following the guidelines under Implementing Rules and Regulations (OCRG AO 1,
Series of 2004).
Office or Division: Civil Register Management Division
Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Affidavit to Use the Surname of the Father Local Civil Registry Office (LCRO) of the
(AUSF) one photocopy certified by the place of birth
concerned LCRO
2. Certificate of Registration of the AUSF issued
by the concerned LCRO (one original copy)
3. Affidavit of Admission of Paternity (AAP) or
public document or in a private handwritten
instrument (one photocopy certified by the
concerned LCRO)
4. Certificate of Registration of the AAP issued by
the concerned LCRO (one original copy)
5. Un-annotated Certificate of Live Birth (one
photocopy certified by the concerned LCRO)
6. Annotated Certificate of Live Birth effecting RA
9255 (one photocopy certified by the concerned
LCRO)
Other documents, if applicable
7. Other requirements, if applicable – Authentic
writing and Certificate of Death/Report of
Death/Judicial Declaration of Presumptive
Death of the spouse (in absence of affidavit of
admission of paternity of the deceased father)
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
LEGAL INSTRUMENTS UNIT
1. Forward the 1. Receipt and control None 30 minutes ODDS
necessary of application forms per batch of Controller
documents (AFs) and Note: AF 100 AFs Legal
supporting here is for Instrument Unit,
documents filed by request for CRMD,
the client at the PSA copy CRS Building,
CRS Outlet - East issuance Quezon City
Avenue, Quezon of the
City BMD
2. Check the AFs of docs. Supervisor
transmitted Processin Legal
documents vs. list of g fee for Instrument Unit,
documents in the copy CRMD,
transmittal issuance CRS Building,
3. If the AF is not of the Quezon City
among the list in the annotated
transmittal, return to COLB is
CRS Outlet being Chief, CRMD,

297
4. If the AF is among collected CRS Building,
the list in the by the Quezon City
transmittal, proceed PSA CRS
to 2. Outlet -
East
Avenue,
Q.C.
5. Print e-copy of AFs None. 35 minutes
per batch of
5.1 Barcode e-copy Note: AF 100 AFs
of AFs through from here
the ODDS onwards is
system the
encoded
5.2 Forward AFs to job
sorter/matcher request for
the
process.
6. Sort e-copy of AFs None. 1 hour per Sorter/Matcher
by type/source batch of 100 Legal
AFs Instrument Unit,
7. Match e-copy of None 1 hour per CRMD,
AFs with its batch of 100 CRS Building,
supporting AFs Quezon City
documents

7.1 If the AF is only Supervisor

supported with a Legal
photocopy of the Instrument Unit,
courier receipt, CRMD,
check RCC CRS Building,
whether the Quezon City
documents was
already
previously Chief, CRMD,
received CRS Building,
. Quezon City
7.1.1 If the negative
RCC, forward
to Feedback
Clerk for the
preparation of
the
appropriate
feedback.

7.1.2 If positive
RCC, retrieve
the
documents
and proceed
to Step 8

7.2 If the AF
matches the
document
submitted by
PSA CRS
Outlet,
forward the
set of

298
 documents to
the Screener

7.3 In case the AF

was
incorrectly
encoded as to
the type of
document (i.e.
LGLNS
instead of
LGLINS),
route the
document to
the Pre-
Releasing
Unit

7.3.1 Pre-releasing
Unit to create
the
transaction
rectifying the
incorrectly
encoded AFs

7.3.2 LI Unit to print

the rectified
AF and attach
to its
supporting
documents
(and original
AF)

7.3.3 Forward AF
and
supporting
documents to
Screener/Spe
c signature
verifier

7.4 In case the

document
submitted has
no matching AF,
return the
document to the
Outlet for
verification
8. Distribute the AFs None 5 minutes per Sorter/Matcher
and supporting batch of 100 Legal
documents for initial AFs Instrument Unit,
screening and CRMD,
specimen signature CRS Building,
verification Quezon City

Supervisor

299
 Legal
Instrument Unit,
CRMD,
CRS Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
9. Conduct query first 1 hour per
in the ODDS to batch of 53
verify if there is a AFs
previous job request
for processing
“Legitimation”

9.1 If found positive,

issue a
feedback,
proceed to Step
20
9.2 If found negative
proceed to Step
10
10. Verify the specimen None 3 hours per Screener/Speci
signature of the batch of 100 menSignature
authorized LCRO AFs Verifier
signatory in the Legal
database Instrument Unit,
CRMD, CRS
10.1 If Building,
documents Quezon City
passed
specimen
signature Supervisor
verification, Legal
stamp “Verified Instrument Unit,
by” and date of CRMD,
verification and CRS Building,
affix Quezon City
initial/signature
on each page of
the documents Chief, CRMD,
CRS Building,
10.2 If Quezon City
document did
not pass
verification,
attach the blue
stub and indicate
the feedback
11. Conduct initial None 3 hours per
screening and batch of 100
attach evaluation AFs
form to the
supporting
documents

11.1 Check
completeness
and the

300
 authenticity of
the supporting
documents

11.1.1 If the
document is
complete
and
authentic,
proceed to
7.2.

11.1.2 If the
document is
incomplete,
Screener
shall indicate
the finding in
the
evaluation
form and
proceed to
7.2.

11.1.3 If the
document
lacks
authenticity,
Screener
shall indicate
the finding in
the
evaluation
form and
proceed to
7.2.

11.2 Check
consistency of
the entries in
the documents
submitted

11.2.1 If the
documents
are found to
be consistent
and
complete,
forward the
documents
to the ODDS
Controller for
the routing to
the
Annotation
Unit.(Procee
d to
Annotation
Unit Process
on page 125)

301
 11.2.2 If the
documents are
found to be
complete but
inconsistent, or
incomplete but
consistent, or
incomplete and
inconsistent,
Screener shall
indicate the
finding in the
evaluation form
and further
verification is to
be made using
CRS database.
12. Verify from the CRS 1 hour per
database the batch of 34
existence of the civil AFs
registry
document/s.

12.1 If the
document is
already found
annotated for
RA 9255, return
the documents
to ODDS
Controller for
logging out
“Positive” in the
system.

12.2 If the
document is
found in the
CRS database,
check whether
the entries are
unreadable or
blurred.

12.2.1 If the record is

with clear
entries,
forward the
same to the
Feedback
Clerk for the
preparation of
the
appropriate
feedback.

12.2.2 If blurred or
unreadable,
return the
documents to
the ODDS
Controller for

302
 routing to the
appropriate
Archive or
Unit for
retrieval and
subsequent
re-scanning
and re-
uploading to
the CRS
database.
Feedback
Clerk to
prepare the
appropriate
feedback.

12.2.3 If found
negative in
the CRS
database,
check if the
birth
document is
available in
the supporting
documents.

12.2.3.1 If
available from
the supporting
documents,
Supervisor
shall evaluate
the document
and endorse
the same by
the ODDS
Controller to
PMU for
scanning and
loading to the
CRS
database.
Feedback
Clerk to
prepare the
appropriate
feedback.

12.2.3.2 If not
available in
the supporting
documents,
ODDS
Controller
routes the
same to the
appropriate
Archive or
Unit for
manual

303
 verification.
Feedback
Clerk to
prepare the
appropriate
feedback
.
12.3 If the
document for
annotation is
for
cancellation in
the CRS
database (For
Void due to
errors in the
previous
annotation),
ODDS
controller
routes the AF
to appropriate
Archive or
Unit for the
retrieval of the
supporting
documents.

12.3.1 If the
documents
are already
pulled out,
ODDS
controller
routes to PMU
for
cancellation
through Error
Correction
Form (ECF).

12.3.2 If the
documents
are already
voided,
ODDS
controller
routes to
Annotation
Unit.
13. Preparation and 1 hour per 27 Feedback
issuance of feedback Clerks
feedback prepared Legal
Instrument Unit,
13.1 Check ODDS CRMD, CRS
for previous Building,
feedback Quezon City

13.1.1 If positive
ODDS, Supervisor
retrieve the
documents

304
 and proceed Legal
to 6 Instrument Unit,
CRMD,
13.1.2 If negative, CRS Building,
proceed to Quezon City
9.5

13.2 Check Chief, CRMD,

RCC if there is CRS Building,
feedback Quezon City
compliance

13.2.1 If positive
RCC,
retrieve the
documents
and proceed
to 4.2

13.2.2 If negative,
proceed to
9.5

13.3 Refer to
supervisor for
complicated
feedback

13.4 Supervisor
review and
assess
complicated
feedback

13.5 Consolidate
all feedback
generated
from various
processes
and forward
the
documents to
ODDS
controller for
routing to Pre-
releasing Unit
for printing of
the feedback.

ANNOTATION UNIT
14. Receipt and control 30 minutes ODDS
of application forms per batch of Controller
(AFs) and 100 AFs Annotation Unit,
supporting CRMD, CRS
documents from Building,
Legal Instruments Quezon City
Unit

14.1 Check Supervisor

the AFs of Annotation Unit,
transmitted CRMD, CRS
documents vs.

305
 list of Building,
documents in Quezon City
the transmittal
Chief, CRMD,
14.1.1 If the AF is CRS Building,
not among Quezon City
the list in the
transmittal,
return to
Legal
Instruments
Unit

14.1.2 If the AF is
among the
list in the
transmittal,
proceed to
the next
step.

14.2 Barcode e-
copy of AFs
through the
ODDS system

14.3 Forward the

documents to
the Team
Lead for
distribution to
the
Annotators.
15. Distribute 5 minutes Team Lead
Application Forms Annotation Unit,
and the supporting CRMD, CRS
documents to the Building,
Annotator for Quezon City
processing.

Supervisor
Annotation Unit,
CRMD, CRS
Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
16. Annotation of COLB 1 hour per 11 Annotator
in the CRS documents Annotation Unit,
database annotated CRMD, CRS
Building,
16.1 Conduct Quezon City
screening of the
supporting
documents and Supervisor
verify the birth Annotation Unit,
record CRMD, CRS
requested for Building,
annotation in the Quezon City
CRS database

306
 Chief, CRMD,
16.1.1 Counterc CRS Building,
heck the Quezon City
completeness
of the
requirements
and
consistency of
entries versus
the data in the
image/record
in CRS
database.

16.1.2 If the
record passed
verification,
annotate the
image in the
CRS database,
enter the details
in the Top
Sheet (index),
and submit for
approval

16.1.3 If the record

does not pass
the verification,
indicate the
finding in the
evaluation form
and forward the
same to the
Feedback Clerk
for the
preparation of
the appropriate
feedback.

16.1.4 If the document

is already found
annotated for
RA 9255, return
the documents
to ODDS
Controller for
logging out in
the system.

16.2 If the document

is found in the
CRS database,
check whether
the entries are
unreadable or
blurred.

16.2.1 If the record is

with clear
entries,

307
 proceed to
12.1.2

16.2.2 If blurred or
unreadable,
return the
documents to
the ODDS
Controller for
routing to the
appropriate
Archive or Unit
for retrieval and
subsequent re-
scanning and
re-uploading to
the CRS
database.

16.2.2.1 If approved by
the PMU,
proceed to
12.1.2

16.2.2.2 If
disapproved,
ODDS
Controller
forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

16.3 If found negative

in the CRS
database, check
if the birth
document un-
annotated is
available in the
supporting
documents.

16.3.1 If available
from the
supporting
documents,
Supervisor
shall evaluate
the document
and endorse
the same by
the ODDS
Controller to
PMU for
scanning and
loading to the

308
 CRS
database.

16.3.1.1 If
approved by
the PMU,
proceed to
12.1.2

16.3.1.2 If
disapproved,
ODDS
Controller
forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

16.3.2 If not
available in
the supporting
documents,
ODDS
Controller
routes the
same to the
appropriate
Archive or
Unit for
manual
verification.

16.3.2.1 If
available,
the
concerned
Archive or
Unit route to
PMU for
scanning
and
uploading.

16.3.2.1.1 If
approved by
the PMU,
proceed to
12.1.2

16.3.2.1.2 If
disapproved,
ODDS
Controller
forwards the
documents to
the Feedback
Clerk for the

309
 preparation of
the
appropriate
feedback.

16.3.2.2 If not
available,
ODDS
Controller
forwards the
documents to
the Feedback
Clerk for the
preparation of
the appropriate
feedback.

16.4 If multiple
records,
forward to
ODDS
controller for
routing to PMU
for BReN-
linking/ BReN-
unlinking. Once
done, proceed
to 12.1.2

17. Approval of 1 hour per 15 Approver

Annotation annotated Annotation Unit,
documents CRMD, CRS
18. Review the approved Building,
completeness of the Quezon City
requirements and
consistencies of
entries of the Supervisor
supporting Annotation Unit,
documents. CRMD, CRS
Once the Building,
18.1 If the document Quezon City
documents are has been
complete and approved, Chief, CRMD,
consistent, copy CRS Building,
proceed to issuance Quezon City
13.2 is
available
18.1.1 If the at the
documents are Central
either Outlet
incomplete or within the
inconsistent or day and 2-
both, indicate 3 days in
the finding in other
the evaluation Outlets
form and type in nationwid
the “comment e
box” and return
the same to the
Annotator for
review.

310
19. Proofread the
annotation in the
annotated image
and Top Sheet in
the Electronic
Annotation System
(EAS)

19.1 If the
annotation and
Top Sheet has
no error, Tag
as “Approve”
the annotated
image. Print
and sign the
annotated
image and Top
Sheet.
Attached in the
supporting
documents
and forward to
ODDS
Controller for
routing to
Legal
Instruments
Unit.

19.1.1 If the
annotation
has an error,
disapprove
the image and
type
comments on
the “comment
box” and
return to the
Annotator to
correct the
error made.
20. Preparation and 1 hour per 27 Feedback Clerk
issuance of feedback Annotation Unit,
feedback prepared CRMD, CRS
Building,
20.1 Check ODDS Quezon City
for previous
feedback
Supervisor
20.1.1 If positive Annotation Unit,
ODDS, review CRMD, CRS
the previous Building,
feedback and Quezon City
proceed to
14.2 Chief, CRMD,
CRS Building,
20.1.2 If Quezon City
negative,

311
 proceed to
14.5

20.2 Check RCC if

there is
feedback
compliance

20.2.1 If positive
RCC, retrieve
the
documents
and proceed
to 13

20.3 If negative,
proceed to
15.5

20.4 Refer to
supervisor for
complicated
feedback

20.5 Supervisor
review and
assess
complicated
feedback

20.6 Consolidate
all feedback
generated
from various
processes
and forward
the
documents to
ODDS
controller for
routing to Pre-
releasing Unit
for printing of
the feedback.

The following documents subject for annotations depending on the results of evaluation
will be routed to the following:
• Negative Record in the PSA database or for clear copy

Unit/Archives Coverage Remarks

Document Processing Unit- Current Year (ex. Refer to Page 9 for the
2020) detailed process
Birth/Death/Marriage Archives Past 2 Year Refer to Page 10 for the
(2018-2019) detailed process
Microfilm Unit 1945-1994 Refer to Page 8 for the
detailed process
Central Archives 1945-2018 Refer to Page 11 for the
detailed process

• For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the

Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for
Bren-linking/unlinking on the detailed process.

312
PRE-RELEASING UNIT
21. Receipt and control 30 minutes for ODDS
of application forms every batch of Controller
(AFs) and 100 AF Pre-releasing
supporting Unit, CRMD,
documents from CRS Building,
Legal Instruments Quezon City
Unit

21.1 For “Positive” Supervisor

transaction. Pre-releasing
Unit, CRMD,
21.1.1 Check the AFs CRS Building,
of transmitted Quezon City
documents vs.
list of Chief, CRMD,
documents in CRS Building,
the transmittal Quezon City
21.1.2 If the AF is not
among the list in
the transmittal,
return to Legal
Instruments Unit

21.1.3 If the AF is
among the list in
the transmittal,
proceed to Step
22.

21.2 If the result of

verification is a 1 hour per
Feedback: batch of 1,800
AFs
21.2.1 Logs out AF with
“feedback”
through ODDS
system. 1 hour per
batch of 78
21.2.2 Prints the feedback
Feedback and
attaches to the
AF and its
supporting
documents

22. Prepares
transmittal and
forward the printed
“feedback” and the
supporting 1 hour per
documents to PSA batch of 1,800
CRS Outlet AFs

23. Logs out “Positive”

AFs with Security
Paper (SECPA)
and transmit to
PSA CRS Outlet.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet)

313
15 WORKING DAYS (Other PSA CRS Outlet)

12. Issuance of Annotation Requests: Copy Issuance of Birth

Document Effecting Republic Act No. 9255 under Administrative
Order No. 1, Series of 2016 (Revised Implementing Rules and
Regulations)
Administrative Order No. 1, Series of 2004 was amended by the Office of the Civil
Registrar General (OCRG) in compliance with Supreme Court en banc decision on the
case of Grande vs. Antonio. The Revised Implementing Rules and Regulations (RIRR)
of RA 9255 took its full implementation on 01 August 2016. Children born during the
effectivity of RA 9255, that is 19 March 2004 may use the surname of the father.
However, children born on 03 August 1988 to 18 March 2004 could no longer avail on the
use of surname of the father administratively.
Office or Division: Civil Register Management Division
Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Affidavit to Use the Surname of the Father Concerned Local Civil Registry Office (LCRO)
(AUSF) one photocopy certified by the or Philippine Foreign Service Post (PFSP)
concerned LCRO/PFSP
2. Certificate of Registration of the AUSF
issued by the concerned LCRO/PFSF (one
original copy)
3. Affidavit of Admission of Paternity (AAP) or
public document or in a private handwritten
instrument (one photocopy certified by the
concerned LCRO)
4. Certificate of Registration of the AAP issued
by the concerned LCRO (one original copy)
5. Un-annotated Certificate of Live Birth (one
photocopy certified by the concerned
LCRO)
6. Annotated Certificate of Live Birth effecting
RA 9255 (one photocopy certified by the
concerned LCRO)
Other documents, if applicable
7. Other requirements, if applicable – Private
Handwritten instrument and Certificate of
Death/Report of Death/Judicial Declaration
of Presumptive Death of the spouse (in
absence of affidavit of admission of
paternity of the deceased father)
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
LEGAL INSTRUMENTS UNIT
1. Receipt and control None 30 minutes ODDS
of application forms per batch of Controller
(AFs) and Note: AF 100 AFs Legal
supporting here is for Instrument Unit,
documents filed by request for CRMD,
the client at the PSA copy CRS Building,
CRS Outlet - East issuance Quezon City
Avenue, Quezon of the
City BMD
docs. Supervisor
1.1. Check the AFs Processin
of transmitted g fee for

314
 documents vs. copy Legal
list of issuance Instrument Unit,
documents in of the CRMD,
the transmittal annotated CRS Building,
COLB is Quezon City
1.2. If the AF is not being
among the list collected
in the by the Chief, CRMD,
transmittal, PSA CRS CRS Building,
return to CRS Outlet - Quezon City
Outlet East
Avenue,
1.3. If the AF is Q.C.
among the list
in the
transmittal,
proceed to 2.

2. Print e-copy of AFs None. 35 minutes

per batch of
2.1. Barcode e-copy Note: AF 100 AFs
of AFs through from here
the ODDS onwards is
system the
encoded
2.2. Forward AFs to job
sorter/matcher request for
the
process.
3. Sort e-copy of AFs None. 1 hour per Sorter/Matcher
by type/source batch of 100 Legal
AFs Instrument Unit,
4. Match e-copy of None 1 hour per CRMD,
AFs with its batch of 100 CRS Building,
supporting AFs Quezon City
documents

4.1.1. If the AF is only Supervisor

supported with Legal
a photocopy of Instrument Unit,
the courier CRMD,
receipt, check CRS Building,
RCC whether Quezon City
the documents
was already
previously Chief, CRMD,
received. CRS Building,
Quezon City
4.1.2. If negative
RCC, forward to
Feedback Clerk
for the
preparation of
the appropriate
feedback.

4.1.3. If positive RCC,

retrieve the
documents and
proceed to 4.2

315
 4.2. If the AF
matches the
document
submitted by
PSA CRS
Outlet, forward
the set of
documents to
the Screener

4.3. In case the AF

was incorrectly
encoded as to
the type of
document (i.e.
LGLNS instead
of LGLINS),
route the
document to the
Pre-Releasing
Unit

4.3.1 Pre-releasing
Unit to create
the transaction
rectifying the
incorrectly
encoded AFs

4.3.2 LI Unit to
print the
rectified AF and
attach to its
supporting
documents
(and original
AF)
4.3.3 AF and
supporting
documents
forwarded to
Screener/Spec
signature
verifier

4.4 In case the

document
submitted has
no matching
AF, return the
document to the
Outlet for
verification
5. Distribute the AFs None 5 minutes per Sorter/Matcher
and supporting batch of 100 Legal
documents for initial AFs Instrument Unit,
screening and CRMD,
specimen signature CRS Building,
verification Quezon City

Supervisor

316
 Legal
Instrument Unit,
CRMD,
CRS Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
6. Conduct query first 1 hour per
in the ODDS to batch of 53
verify if there is a AFs
previous job
request for
processing
“Legitimation”

6.1 If found positive,

issue a feedback,
proceed to Step 10

6.2 If found negative

proceed to Step 10
7. Verify the specimen None 3 hours per Screener/Speci
signature of the batch of 100 men Signature
authorized LCRO AFs Verifier
signatory in the Legal
database Instrument Unit,
7.1 If documents CRMD, CRS
passed Building,
specimen Quezon City
signature Supervisor
verification, Legal
stamp “Verified Instrument Unit,
by” and date of CRMD,
verification and CRS Building,
affix Quezon City
initial/signature
on each page of
the documents Chief, CRMD,
CRS Building,
7.2 If document did Quezon City
not pass
verification,
attach the blue
stub and
indicate the
feedback
8. Conduct initial None 3 hours per
screening and batch of 100
attach AFs
evaluation form
to the supporting
documents

8.1 Check
completeness
and the
authenticity of
the supporting
documents

317
8.1.1 If the
document is
complete and
authentic,
proceed to
Step 11.

8.1.2 If the
document is
incomplete,
Screener
shall indicate
the finding in
the evaluation
form and
proceed to
8.2.

8.1.3 If the
document
lacks
authenticity,
Screener
shall indicate
the finding in
the evaluation
form and
proceed to
8.2.

8.2 Check
consistency of
the entries in
the
documents
submitted

8.2.1 If the
documents
are found to
be consistent
and complete,
forward the
documents to
the ODDS
Controller for
the routing to
the
Annotation
Unit (proceed
to Annotation
Unit Process
on Page 146)

8.2.2 If the
documents
are found to
be complete
but
inconsistent,
or incomplete

318
 but
consistent, or
incomplete
and
inconsistent,
Screener
shall indicate
the finding in
the evaluation
form and
further
verification is
to be made
using CRS
database.
9. Verify from the
CRS database
the existence of
the civil registry
document/s.

9.1 If the document

is already found
annotated for
RA 9255, return
the documents
to ODDS
Controller for
logging out
“Positive” in the
system.

9.2 If the document

is found in the
CRS database,
check whether
the entries are
unreadable or
blurred.

9.2.1 If the record is

with clear
entries,
forward the
same to the
Feedback
Clerk for the
preparation of
the
appropriate
feedback.

9.2.2 If blurred or
unreadable,
return the
documents to
the ODDS
Controller for
routing to the
appropriate
Archive or
Unit for

319
 retrieval and
subsequent
re-scanning
and re-
uploading to
the CRS
database.
Feedback
Clerk to
prepare the
appropriate
feedback.

9.2.3 If found
negative in
the CRS
database,
check if the
birth
document is
available in
the supporting
documents.

9.2.3.1 If available
from the
supporting
documents,
Supervisor
shall
evaluate the
document
and endorse
the same by
the ODDS
Controller to
PMU for
scanning
and loading
to the CRS
database.
Feedback
Clerk to
prepare the
appropriate
feedback.

9.2.3.2 If not
available in
the
supporting
documents,
ODDS
Controller
routes the
same to the
appropriate
Archive or
Unit for
manual
verification.
Feedback

320
 Clerk to
prepare the
appropriate
feedback.

9.3 If the document

for annotation is
for cancellation
in the CRS
database (For
Void due to
errors in the
previous
annotation),
ODDS controller
routes the AF to
appropriate
Archive or Unit
for the retrieval
of the supporting
documents.

9.3.1 If the
documents
are already
pulled out,
ODDS
controller
routes to
PMU for
cancellation
through Error
Correction
Form (ECF).

9.3.2 If the
documents
are already
voided,
ODDS
controller
routes to
Annotation
Unit.
10. Preparation and 1 hour per 20 Feedback
issuance of feedback Clerks
feedback prepared Legal
Instrument Unit,
10.1 Check CRMD, CRS
ODDS for Building,
previous Quezon City
feedback

10.1.1 If positive Supervisor

ODDS, Legal
retrieve the Instrument Unit,
documents CRMD,
and proceed CRS Building,
to Step 8 Quezon City

10.1.2 If
negative, Chief, CRMD,

321
 proceed to CRS Building,
Step 10 Quezon City

10.2 Check
RCC if there is
feedback
compliance

10.2.1 If positive
RCC,
retrieve the
documents
and proceed
to Step 8

10.2.2 If
negative,
proceed to
Step 10

10.3 Refer to
supervisor
for
complicated
feedback

10.4 Supervisor
review and
assess
complicated
feedback

10.5 Consolidate
all feedback
generated
from various
processes
and forward
the
documents
to ODDS
controller for
routing to
Pre-
releasing
Unit for
printing of the
feedback.
ANNOTATION UNIT
11. Receipt and 30 minutes ODDS
control of per batch of Controller
application 100 AFs Annotation Unit,
forms (AFs) and CRMD, CRS
supporting Building,
documents from Quezon City
Legal
Instruments Unit
Supervisor
11.1 Check Annotation Unit,
the AFs of CRMD, CRS
transmitted Building,
documents vs. Quezon City

322
 list of
documents in Chief, CRMD,
the transmittal CRS Building,
Quezon City
11.1.1 If the AF is
not among
the list in the
transmittal,
return to
Legal
Instruments
Unit

11.1.2 If the AF is
among the
list in the
transmittal,
proceed to
the next step.

11.2 Barcode
e-copy of AFs
through the
ODDS system

11.3 Forward
the documents
to the Team
Lead for
distribution to
the Annotators.

12. Distribute 5 minutes Team Lead

Application Annotation Unit,
Forms and the CRMD, CRS
supporting Building,
documents to Quezon City
the Annotator for
processing.
Supervisor
Annotation Unit,
CRMD, CRS
Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
13. Annotation of 1 hour per 9 Annotator
COLB in the documents Annotation Unit,
CRS database annotated CRMD, CRS
Building,
13.1 Conduct Quezon City
screening of the
supporting
documents and Supervisor
verify the birth Annotation Unit,
record CRMD, CRS
requested for Building,
annotation in the Quezon City
CRS database
Chief, CRMD,

323
13.1.1 Counterc CRS Building,
heck the Quezon City
completeness
of the
requirements
and
consistency of
entries versus
the data in the
image/record
in CRS
database.

13.1.2 If the
record passed
verification,
annotate the
image in the
CRS
database,
enter the
details in the
Top Sheet
(index), and
submit for
approval

13.1.3 If the
record does
not pass the
verification,
indicate the
finding in the
evaluation
form and
forward the
same to the
Feedback
Clerk for the
preparation of
the
appropriate
feedback.

13.1.4 If the
document is
already
found
annotated for
RA 9255,
return the
documents
to ODDS
Controller for
logging out in
the system.

13.2 If the
document is
found in the
CRS database,
check whether

324
 the entries are
unreadable or
blurred.

13.2.1 If the
record is with
clear entries,
proceed to
13.1.2

13.2.2 If blurred
or
unreadable,
return the
documents to
the ODDS
Controller for
routing to the
appropriate
Archive or
Unit for
retrieval and
subsequent
re-scanning
and re-
uploading to
the CRS
database.

13.2.2.1 If
approved by 1 hour per
the PMU, batch of 27
proceed to AFs
13.1.2

13.2.2.2 If
disapproved,
ODDS
Controller
forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

13.3 If found
negative in the
CRS database,
check if the birth
document un-
annotated is
available in the
supporting
documents.

13.3.1 If
available from
the supporting

325
 documents,
Supervisor
shall evaluate
the document
and endorse
the same by
the ODDS
Controller to
PMU for
scanning and
loading to the
CRS
database.

13.3.1.1 If
approved by
the PMU,
proceed to
13.1.2

13.3.1.2 If
disapproved,
ODDS
Controller
forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

13.3.2 If not
available in
the
supporting
documents,
ODDS
Controller
routes the
same to the
appropriate
Archive or
Unit for
manual
verification.

13.3.2.1 If
available, the
concerned
Archive or
Unit route to
PMU for
scanning and
uploading.

13.3.2.1.1 If
approved by
the PMU,

326
 proceed to
13.1.2

13.3.2.1.2 If
disapproved,
ODDS
Controller
forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

13.3.2.2 If not
available,
ODDS
Controller
forwards the
documents
to the
Feedback
Clerk for the
preparation
of the
appropriate
feedback.

13.4 If multiple
records,
forward to
ODDS
controller for
routing to PMU
for BReN-
linking/ BReN-
unlinking.
Once done,
proceed to
13.1.2

14. Approval of 1 hour per 15 Approver

Annotation annotated Annotation Unit,
documents CRMD, CRS
14.1.1 Review approved Building,
the Quezon City
completeness
of the
requirements Supervisor
and Annotation Unit,
consistencies CRMD, CRS
of entries of Building,
the supporting Quezon City
documents.
Chief, CRMD,
14.1.2 If the CRS Building,
documents Quezon City
are complete
and

327
 consistent,
proceed to
14.2

14.1.3 If the
documents
are either
incomplete
or
inconsistent
or both,
indicate the
finding in the
evaluation
form and
type in the
“comment
box” and
return the
same to the
Annotator for
review.

14.2 Proofrea
d the annotation
in the annotated
image and Top
Sheet in the
Electronic
Annotation Once the
System (EAS) document
has been
14.2.1 If the approved,
annotation copy
and Top issuance
Sheet has no is
error, Tag as available
“Approve” at the
the Central
annotated Outlet
image. Print within the
and sign the day and 2-
annotated 3 days in
image and other
Top Sheet. Outlets
Attached in nationwid
the e
supporting
documents
and forward
to ODDS
Controller for
routing to
Legal
Instruments
Unit.

14.2.2 If the
annotation
has an error,
disapprove
the image

328
 and type
comments
on the
“comment
box” and
return to the
Annotator to
correct the
error made.
15. Preparation and 1 hour per 10 Feedback Clerk
issuance of feedback Annotation Unit,
feedback prepared CRMD, CRS
Building,
15.1 Check Quezon City
ODDS for
previous
feedback Supervisor
Annotation Unit,
15.1.1 If positive CRMD, CRS
ODDS, review Building,
the previous Quezon City
feedback and
proceed to Chief, CRMD,
15.2 CRS Building,
Quezon City
15.1.2 If
negative,
proceed to
15.5

15.2 Check
RCC if there is
feedback
compliance

15.2.1 If positive
RCC, retrieve
the
documents
and proceed
to 13

15.2.2 If
negative,
proceed to
15.5

15.3 Refer to
supervisor for
complicated
feedback

15.4 Supervis
or review and
assess
complicated
feedback

15.5 Consolid
ate all feedback
generated from
various

329
 processes and
forward the
documents to
ODDS controller
for routing to
Pre-releasing
Unit for printing
of the feedback.

The following documents subject for annotations depending on the results of evaluation
will be routed to the following:

• Negative Record in the PSA database or for clear copy

Unit/Archives Coverage Remarks

Document Processing Unit- Current Year Refer to Page 9 for the
(ex. 2020) detailed process
Birth/Death/Marriage Archives Past 2 Year Refer to Page 10 for the
(2018-2019) detailed process
Microfilm Unit 1945-1994 Refer to Page 8 for the
detailed process
Central Archives 1945-2018 Refer to Page 11 for the
detailed process

• For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the

Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for
Bren-linking/unlinking on the detailed process.

PRE-RELEASING UNIT
16. Receipt and 30 minutes ODDS
control of for every Controller
application batch of 100 Pre-releasing
forms (AFs) AF Unit, CRMD,
and supporting CRS Building,
documents from Quezon City
Legal
Instruments
Unit and Supervisor
Annotation Unit Pre-releasing
16.1 For Unit, CRMD,
“Positive” CRS Building,
transaction. Quezon City

16.1.1 Check the Chief, CRMD,

AFs of CRS Building,
transmitted Quezon City
documents
vs. list of
documents
in the
transmittal
16.1.2 If the AF is
not among
the list in the
transmittal,
return to
Legal
Instruments
Unit or
Annotation
Unit
330
 16.1.3 If the AF is
among the
list in the
transmittal,
proceed to
18
17. If the result of
verification is a
Feedback:

17.1 Logs out

AF with
“feedback” 1 hour per
through ODDS batch of 78
system. printed
17.2 Prints the feedback
Feedback and
attaches to the
AF and its
supporting
documents
17.3 Prepares
transmittal and 1 hour per
forward the batch of
printed 1,800 AFs
“feedback” and
the supporting
documents to
PSA CRS
Outlet
18. Logs out
“Positive” AFs
with Security
Paper (SECPA)
and transmit to
PSA CRS
Outlet.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet)
15 WORKING DAYS (Other PSA CRS Outlet)

13. Issuance of Annotation Requests: Copy Issuance of Birth

Document Effecting Court Decision on Adoption

Adoption is a juridical act, a proceeding in rem which creates between two persons a
relationship similar to that which result from legiitimate paternity and filiation (4 Valverde
473). It is a juridical act creating a relationship between two persons,whether related or
not,whereby a person ( adopted) is raised to the status of a legitimate child of the adopter.
Adoption in the Philippines is a process of granting social, emotional and legal family and
kinship membership to an individual from the philippines, usually a child. It involves a
transfer of parental rights and obligations and provides family membership. The
Deparment of Social Welfare and Development (DSWD) defines adoption as a “socio-
legal process of giving a permanent family to a child whose parents have voluntarily given
up their parental rights.”
Office or Division: Civil Register Management Division
Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)

331
 CHECKLIST OF REQUIREMENTS WHERE TO SECURE
A. FOR CHILDREN BORN IN THE Local Civil Registry Office (LCRO) of the place
PHILIPPINES: of birth
1. Original or Certified True/Photocopy of
the Court Decree of Adotion/Oder.

2. Original or Certified True/Photocopy of

the Certificate of Finality of Court Decree
of Adoption/Order.

3. Original or Certified True/Photocopy of

the Certificate of Registration of the
Court Decreeof Adoption /Order issued
by the civil registrar where the
decision/order was registered.

4. Original or Certified True/Photocopy of

the Certificate of Authenticity of the Court
Decree of Adoption/Order issued by the
Civil Registrar where the decision/order
was registered.

5. Certified True/Photo copy of the

amended COLB (for adoption cases).

6. Certified True/Photo copy of the civil

registry document without annotation or
COLB prior to adoption (for adoption
cases).
B. ADDITIONAL REQUIREMENTS FOR
CHILDREN BORN ABROAD:
1. Foreign documents registered in LCRO
of Manila in case of Foreign Judgment of
Adoption ( with Certification if registered
in Inter-Country Adoption Board)

2. Adoptive parents shall accomplish

Municipal Form 102.

FEES TO PROCESSIN PERSON

CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
COURT DECREES UNIT
1. Receipt and control None 5 minutes per ODDS
of application forms batch of 15 Controller
(AFs) and Note: AF AFs Court Decrees
supporting here is for Unit, CRMD,
documents filed by request for CRS Building,
the client at the PSA copy Quezon City
CRS Outlet - East issuance
Avenue, Quezon of the
City BMD Supervisor
docs. Court Decrees
1.1. Check the AFs Processin Unit, CRMD,
of transmitted g fee for CRS Building,
documents vs. copy Quezon City
list of issuance
documents in of the
the transmittal annotated Chief, CRMD,
COLB is CRS Building,
1.1.1. If the AF being Quezon City
is not among collected

332
 the list in theby the
transmittal, PSA CRS
return to CRS Outlet -
Outlet East
Avenue,
1.1.2. If the AF Q.C.
is among the
list in the
transmittal,
proceed to 2.

2. Print e-copy of AFs None. 6 minutes per

batch of 15
2.1. Barcode e-copy Note: AF AFs
of AFs through from here
the ODDS onwards is
system the
encoded
2.2. Forward AFs to job
sorter/matcher request for
the
process.
3. Sort e-copy of AFs None. 10 minutes Sorter/Matcher
by type/source per batch of Court Decrees
15 AFs Unit, CRMD,
4. Match e-copy of None 45 minutes CRS Building,
AFs with its per batch of Quezon City
supporting 15 AFs
documents
Supervisor
4.1. If the AF Court Decrees
is only supported Unit, CRMD,
with a photocopy CRS Building,
of the courier Quezon City
receipt, check
RCC whether
the documents Chief, CRMD,
was already CRS Building,
previously Quezon City
received.

4.1.1. If the negative

RCC, forward
to Feedback
Clerk for the
preparation of
the
appropriate
feedback
.
4.1.2. If positive
RCC, retrieve
the
documents
and proceed
to 4.2

4.2. If the AF
matches the
document
forward the set

333
 of documents to
the Screener

4.2 In case the AF

was incorrectly
encoded as to
the type of
document (i.e.
CRTDC instead
of CRTDEC),
route the
document to the
Pre-Releasing
Unit

4.2.1 Pre-releasing
Unit to create the
transaction
rectifying the
incorrectly
encoded AFs

4.2.2 CD Unit to
print the rectified
AF and attach to
its supporting
documents (and
original AF)

4.2.3 AF and
supporting
documents
forwarded to
Screener/Spec
signature verifier

4.4 In case the

document
submitted has
no matching AF,
return the
document to the
Outlet for
verification

5. Verify the specimen None 1 hour per Screener/Speci

signature of the batch of 20 menSignature
authorized LCRO verified Verifier
signatory in the documents Court Decrees
database Unit, CRMD,
CRS Building,
5.1. If documents Quezon City
passed
specimen
signature Supervisor
verification, Court Decrees
stamp “Verified Unit, CRMD,
by” and date of CRS Building,
verification and Quezon City
affix
initial/signature

334
 on each page of Chief, CRMD,
the documents CRS Building,
Quezon City
5.2. If document did
not pass
verification,
attach the blue
stub and
indicate the
feedback
6. Conduct initial None 1 hour per 5
screening and screened
attach evaluation documents
form to the
supporting
documents

6.1. Arrangement
the documents
accordingly
based on the
checklist

6.2. Check
completeness,
and the
authenticity of
the supporting
documents

6.2.1. If the document

is complete and
authentic,
proceed to 6.3.

6.2.2. If the document

is incomplete,
Screener
checks the
ODDS for
previous
feedback

6.2.2.1. If positive
ODDS, retrieve
TPL document
and proceed to
6.3

6.2.2.2. If
negative,
Screener shall
indicate the
finding in the
evaluation form
and proceed to
8.3

6.2.3. If the document

lacks
authenticity,
Screener shall

335
 indicate the
finding in the
evaluation form
and proceed to
8.3

6.2.4. If the
documents lack
COLB from
LCRO prior to
adoption, print a
copy of the
COLB prior to
Adoption in
regular paper
and proceed to
8.3.

6.2.4.1. If the
COLB prior to
Adoption is not
available in
PSA CRS data
base, Screener
shall indicate
the finding in
the evaluation
form and
proceed to 8.3.

6.2.4.2. If the
COLB prior to
Adoption is not
available in
PSA CRS
database, the
attached copy
of the COLB
prior to
adoption from
the LCRO with
the AF will be
routed to
Production
Management
Unit for
possible
scanning,
Screener shall
indicate the
finding in the
evaluation form
and proceed to
8.3.

6.3. Check
consistency of
the entries in
the documents
submitted

336
 6.3.1. If the
documents are
found to be
consistent and
complete, initial
screener
forwards the
documents for
approval.

6.3.1.1. If the
documents
were deemed
approved,

6.3.1.1.1. Screener will

prepare the
Amended
COLB based on
the Municipal
Form 102
accomplished
by the adoptive
parents for case
of foreign birth.

6.3.1.1.2. ODDS
Controller
forwards
amended
COLB to Data
Capture Center
for scanning
and loading of
the amended
COLB to PSA
CRS database
then proceed
7.0.

6.3.1.2. If
documents
were
disapproved,
Approver shall
indicate the
finding in the
evaluation form,
forwards to
ODDs
Controller for
feedback
preparation.

6.3.2. If the
documents are
found to be
complete but
inconsistent, or
incomplete but
consistent, or
incomplete and

337
 inconsistent,
Screener shall
indicate the
finding in the
evaluation form,
and forwards to
ODDs
Controller for
feedback
preparation.
7. Preparation of 1 hour per 10 Approver
documents for DCC prepared Court Decrees
documents Unit, CRMD,
7.1. Prepare Top CRS Building,
Sheet manually Quezon City

7.2. Insert separator

and attachment Supervisor
Court Decrees
7.3. Check Unit, CRMD,
completeness CRS Building,
of the Quezon City
requirements
including the
number of Chief, CRMD,
pages of the CRS Building,
court decision. Quezon City

7.4. Prepare
transmittal for
the documents
to be
transmitted to
DCC for
scanning of the
complete set of
documents

8. Preparation and 1 hour per 7 Feedback

issuance of feedback Clerks
feedback prepared Court Decrees
Unit, CRMD,
8.1. Consolidate all CRS Building,
feedback Quezon City
generated from
various
processes Supervisor
Court Decrees t
8.2. Refer to Unit, CRMD,
supervisor for CRS Building,
complicated Quezon City
feedback

8.3. Supervisor Chief, CRMD,

review and CRS Building,
assess Quezon City
complicated
feedback

8.4. Forward the

documents to
ODDS

338
 controller for
routing to Pre-
releasing Unit.
The transaction may be routed to the following unit, if the primary document (un-
annotated) is negative in the CRS database or contains blurred/unreadable entries for
rescanning.

• Negative Record in the PSA database or for clear copy

Unit/Archives Coverage Remarks

Document Processing Unit- Current Year (ex. Refer to Page 9 for the
2020) detailed process
Birth/Death/Marriage Archives Past 2 Year (2018- Refer to Page 10 for the
2019) detailed process
Microfilm Unit 1945-1994 Refer to Page 8 for the
detailed process
Central Archives 1945-2018 Refer to Page 11 for the
detailed process

• For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the

Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for
Bren-linking/unlinking on the detailed process.
PRE-RELEASING UNIT
1. Logs “In” using the 30 minutes to Team Lead,
ODDS system all 2 hours Associate
AFs and supporting
documents
received from SRU Admin Clerk,
and Court Decrees Associate
Unit
1 hour per
2. If the result of batch of 78 Administrative
verification is a printed Aide VI
Feedback: feedback Team Lead
(PSA)
2.1 Prints the
Feedback and
attaches to the
AF and its
supporting
documents

2.2 Prepares
transmittal and
forward the
printed
“feedback” and
the supporting
documents to 1 hour per
the Central batch of 1,800
Outlet AFs

3. Logs out all

“positive”
documents and
route to Legal
Instruments Unit

4. Logs out
processed/
annotated
documents and its
339
 supporting
documents to Legal
Instruments Unit
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet)
15 WORKING DAYS (Other PSA CRS Outlet

14. Issuance of Annotation Requests: Court Decrees that Need

Verification on Authenticity with Regional Trial Courts

Pending processing for the annotation of civil registry document or in case of Adoption
processing of the Amended COLB, further verification is made to selected provinces to
verify the authenticity of the Court Decisions through the PSA Provincial Statistical
Offices (PSOs).

Office or Division: Civil Register Management Division

Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C); Government –to- Government
(G2G)
Who may avail: All clients of legal age (18 years old and above)
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
COURT DECREES UNIT
1. Screen and separate None. 1 hour per Screener
Court Decree batch of 12 Court Decrees
registered from AFs Unit, CRMD,
provinces enlisted CRS Building,
for further verification Quezon City
of the authenticity
from Regional Trial
Court (RTC) Supervisor
Court Decrees
2. Screener forwards 1 hour per Unit, CRMD,
the documents to batch of 12 CRS Building,
ODDS Controller for AFs Quezon City
preparation of
feedback.
Chief, CRMD,
CRS Building,
Quezon City
3. Prepare a letter 1 hour per 10 Administrative
addressed to the letters Staff
PSA Provincial prepared Court Decrees
Statistics Office Unit, CRMD,
(PSO) to request CRS Building,
verification from the Quezon City
Regional Trial Court.

4. CD unit route the Supervisor

letter to Chief of Court Decrees
CRMD for signature Unit, CRMD,
CRS Building,
5. Chief of CRMD sign Quezon City
the letter Within 2
hours
Chief, CRMD,
CRS Building,
Quezon City

340
 6. Sort documents by 1 hour per Sorter
place where the batch of 100 Court Decrees
decision was documents Unit, CRMD,
executed for CRS Building,
archiving Quezon City
5 minutes
7. E-mail soft copy of
signed letter to PSOs Supervisor
for compliance Court Decrees
variable Unit, CRMD,
8. PSO verify with RTC CRS Building,
on the court decision Quezon City

Chief, CRMD,
CRS Building,
Quezon City
Note: The completion of the annotation process will depend on the compliance of RTC
on the verification of Authenticity of the court decisions. Clients are provided with
the contact number of Court Decrees Unit for follow ups.

15. Issuance of Annotation Requests: Copy Issuance of Birth,

Marriage, and Death Documents Affected by Court Decrees Change
Name/Correction of Entry/Cancellation
A court decision declaring the change of name or correction of any entry in civil registry
document, or
cancellation of its registration, rendered by the Regional Trial Court pursuant to Rule 103
and 108 of the Revised Rules of Court and other applicable laws.

Office or Division: Civil Register Management Division

Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
A. FOR CHILDREN BORN IN THE Local Civil Registry Office (LCRO) of the place
PHILIPPINES: of birth
1. Original or Certified True/Photocopy of the
Court Decision/Order
2. Original or Certified True/Photocopy of the
Certificate of Finality of Court
Decision/Order.

3. Original or Certified True/Photocopy of the

Certificate of Registration of the Court.
Decision/Order issued by the civil registrar
where the decision/order was registered.

4. Original or Certified True/Photocopy of the

Certificate of Authenticity of the Court
Decision/Order issued by the Civil Registrar
where the decision/order was registered.

341
5. Annotated Certificate of Live Birth, effecting
legitimation (one photocopy certified by the
concerned LCRO)
6. Un-annotated Certificate of Live Birth (one
photocopy certified by the concerned
LCRO)
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
COURT DECREES UNIT
1. Receipt and control None 30 minutes ODDS
of application forms per batch of Controller
(AFs) and Note: AF 100 AFs Court Decree
supporting here is for Unit, CRMD,
documents filed by request for CRS Building,
the client at the PSA copy Quezon City
CRS Outlet - East issuance
Avenue, Quezon of the
City BMD Supervisor
docs. Court Decree
1.1. Check the AFs Processin Unit, CRMD,
of transmitted g fee for CRS Building,
documents vs. copy Quezon City
list of issuance
documents in of the
the transmittal annotated Chief, CRMD,
COLB is CRS Building,
1.1.1. If the AF is not being Quezon City
among the list collected
in the by the
transmittal, PSA CRS
return to CRS Outlet -
Outlet East
Avenue,
1.1.2. If the AF is Q.C.
among the list
in the
transmittal,
proceed to 2.

2. Print e-copy of AFs None. 35 minutes

per batch of
2.1. Barcode e-copy Note: AF 100 AFs
of AFs through from here
the ODDS onwards is
system the
encoded
2.2. Forward AFs to job
sorter/matcher request for
the
process.
3. Sort e-copy of AFs None. 1 hour per Sorter/Matcher
by type/source batch of 100 Court Decree
AFs Unit, CRMD,
4. Match e-copy of None 1 hour per CRS Building,
AFs with its batch of 100 Quezon City
supporting AFs
documents
Supervisor
4.1. If the AF is only Court Decree
supported with Unit, CRMD,
a photocopy of

342
 the courier CRS Building,
receipt, check Quezon City
RCC whether
the documents
was already Chief, CRMD,
previously CRS Building,
received. Quezon City

4.1.1. If the negative

RCC, forward
to Feedback
Clerk for the
preparation of
the
appropriate
feedback.

4.1.2. If positive
RCC, retrieve
the
documents
and proceed
to 4.2

4.2. If the AF
matches the
document
forward the set
of documents to
the Screener

4.2 In case the AF

was
incorrectly
encoded as to
the type of
document (i.e.
LGLNS
instead of
LGLINS),
route the
document to
the Pre-
Releasing
Unit

4.2.1 Pre-releasing
Unit to create
the
transaction
rectifying the
incorrectly
encoded AFs

4.2.2 LI Unit to print

the rectified
AF and attach
to its
supporting
documents
(and original
AF)

343
 4.2.3 AF and
supporting
documents
forwarded to
Screener/Spe
c signature
verifier

4.4 In case the

document
submitted has
no matching
AF, return the
document to
the Outlet for
verification
5. Verify the specimen None 3 hours per Screener/Speci
signature of the batch of 100 men Signature
authorized LCRO AFs Verifier
signatory in the Court Decree
database Unit, CRMD,
CRS Building,
5.1. If documents Quezon City
passed
specimen
signature Supervisor
verification, Court Decree
stamp “Verified Unit, CRMD,
by” and date of CRS Building,
verification and Quezon City
affix
initial/signature
on each page of Chief, CRMD,
the documents CRS Building,
Quezon City
5.2. If document did
not pass
verification,
attach the blue
stub and
indicate the
feedback
6. Conduct initial None 1 hour per
screening and batch of 7
attach evaluation documents
form to the
supporting
documents

6.1. Check
completeness
and the
authenticity of
the supporting
documents
6.1.1. If the
document is
complete and
authentic,
proceed to
6.2.

344
 6.1.2. If the
document is
incomplete,
Screener
shall indicate
the finding in
the evaluation
form and
proceed to
6.2.

6.1.3. If the
document
lacks
authenticity,
Screener
shall indicate
the finding in
the evaluation
form and
proceed to
6.2.

6.2. Check
consistency of
the entries in
the
documents
submitted

6.2.1. If the
documents
are found to
be consistent
and complete,
forward the
documents to
the ODDS
Controller for
the routing to
the
Annotation
Unit.

6.2.2. If the documents

are found to be
complete but
inconsistent, or
incomplete but
consistent, or
incomplete and
inconsistent,
Screener shall
indicate the
finding in the
evaluation form
and further
verification is to
be made using
CRS database.

345
 7. Preparation and 1 hour per Feedback
issuance of batch of 13 Clerks
feedback AFs Court Decree
Unit, CRMD,
7.1. Check ODDS CRS Building,
for previous Quezon City
feedback

7.1.1. If positive Supervisor

ODDS, Court Decree
retrieve the Unit, CRMD,
documents CRS Building,
and proceed Quezon City
to 6.2

7.1.2. If Chief, CRMD,

negative, CRS Building,
proceed to 7.5 Quezon City

7.2. Check RCC if

there is
feedback
compliance

7.2.1. If positive
RCC, retrieve
the
documents
and proceed
to 6.2

7.2.2. If
negative,
proceed to 7.5

7.3. Refer to
supervisor for
complicated
feedback

7.4. Supervisor
review and
assess
complicated
feedback

7.5. Consolidate all

feedback
generated from
various
processes and
forward the
documents to
ODDS
controller for
routing to Pre-
releasing Unit.
ANNOTATION UNIT PROCESS
8. Receipt and control 30 minutes ODDS
of application forms per batch of Controller
(AFs) and 100 AFs Annotation Unit,
supporting CRMD, CRS

346
 documents from Building,
Court Decrees Unit Quezon City

8.1. Check the AFs

of transmitted Supervisor
documents vs. Annotation Unit,
list of CRMD, CRS
documents in Building,
the transmittal Quezon City

8.1.1. If the AF Chief, CRMD,

is not among CRS Building,
the list in the Quezon City
transmittal,
return to
Legal
Instruments
Unit

8.1.2. If the AF is
among the list
in the
transmittal,
proceed to the
next step.

8.2. Barcode e-copy

of AFs through
the ODDS
system

8.3. Forward
documents to
Team Lead
9. Distribute 5 minutes Team Lead
Application Forms Annotation Unit,
and the supporting CRMD, CRS
documents to the Building,
Annotator for Quezon City
processing.

Supervisor
Annotation Unit,
CRMD, CRS
Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
10. Annotation of COLB 1 hour per 9 Annotator
in the CRS documents Annotation Unit,
database annotated CRMD, CRS
Building,
10.1. Conduct Quezon City
screening of the
supporting
documents and Supervisor
verify the birth Annotation Unit,
record CRMD, CRS
requested for Building,
annotation in Quezon City

347
 the CRS
database Chief, CRMD,
CRS Building,
10.1.1. Counterc Quezon City
heck the
completeness
of the
requirements
and
consistency of
entries versus
the data in the
image/record
in CRS
database.

10.1.2. If the
record passed
verification,
annotate the
image in the
CRS
database,
enter the
details in the
Top Sheet
(index), and
submit for
approval

10.1.3. If the
record does
not pass the
verification,
indicate the
finding in the
evaluation
form and
forward the
same to the
Feedback
Clerk for the
preparation of
the
appropriate
feedback.

10.1.4. If the
document is
already found
annotated for
legitimation,
return the
documents to
ODDS
Controller for
logging out in
the system.

10.2. If the
document is
found in the

348
 CRS database,
check whether
the entries are
unreadable or
blurred.

10.2.1. If
readable or
not blurred,
forward the
same to the
Feedback
Clerk for the
preparation of
the
appropriate
feedback.

10.2.2. If blurred
or
unreadable,
return the
documents to
the ODDS
Controller for
routing to the
appropriate
Archive or
Unit for
retrieval and
subsequent
re-scanning
and re-
uploading to
the CRS
database.
Feedback
Clerk to
prepare the
appropriate
feedback.

10.2.3. If found
negative in
the CRS
database,
check if the
birth
document is
available in
the supporting
documents.

10.2.3.1. If
available from
the supporting
documents,
Supervisor
shall evaluate
the document
and endorse
the same by

349
 the ODDS
Controller to
PMU for
scanning and
loading to the
CRS
database.
Feedback
Clerk to
prepare the
appropriate
feedback.

10.3. If not
available in
the supporting
documents,
ODDS
Controller
routes the
same to the
appropriate
Archive or
Unit for
manual
verification.
Feedback
Clerk to
prepare the
appropriate
feedback.

10.4. If multiple
records,
forward to
ODDS
controller for
routing to
PMU for
BReN-linking/
BReN-
unlinking.
Once done,
proceed to 11

11. Approval of 1 hour per 15 Approver

Annotation annotated Annotation Unit,
documents CRMD, CRS
11.1. Review approved Building,
the Quezon City
completeness
of the
requirements Supervisor
and Annotation Unit,
consistencies of CRMD, CRS
entries of the Building,
supporting Quezon City
documents.
Once the Chief, CRMD,
11.1.1. If the document CRS Building,
documents are has been Quezon City
complete and approved,

350
 consistent, copy
proceed to issuance
11.1.3 is
available
11.1.2. If the at the
documents are Central
either Outlet
incomplete or within the
inconsistent or day and 2-
both, indicate
3 days in
the finding in
other
the evaluation
Outlets
form and
forward the nationwid
same to the e
Feedback Clerk
for the
preparation of
the appropriate
feedback.

11.1.3. Proofrea
d the
annotation in
the annotated
image and Top
Sheet in the
Electronic
Annotation
System (EAS)
11.1.4. If
the
annotation
and Top
Sheet has
no error,
Tag as
“Approve”
the
annotated
image.
Print and
sign the
annotated
image and
Top Sheet.
Attached in
the
supporting
documents
and forward
to ODDS
Controller
for routing
to Legal
Instruments
Unit.
11.1.5. If
the
annotation
has an
error,

351
 disapprove
the image
and type
comments
on the
“comment
box” and
return to
the
Annotator
to correct
the error
made.
12. Preparation and 1 hour per 10 Approver
issuance of feedback Annotation Unit,
feedback prepared CRMD, CRS
12.1. Check Building,
ODDS for Quezon City
previous
feedback
12.1.1. If Supervisor
positive Annotation Unit,
ODDS, CRMD, CRS
retrieve the Building,
documents Quezon City
and
proceed to Chief, CRMD,
6.2 CRS Building,
12.1.2. If Quezon City
negative,
proceed to
12.3
12.2. Check
RCC if there is
feedback
compliance
12.2.1. If
positive
RCC,
retrieve the
documents
and
proceed to
6.2
12.2.2. If
negative,
proceed to
12.3
12.3. Refer to
supervisor for
complicated
feedback
12.4. Supervis
or review and
assess
complicated
feedback
12.5. Consolid
ate all feedback
generated from
various
processes and

352
 forward the
documents to
ODDS
controller for
routing to Pre-
releasing Unit.
The following documents subject for annotations depending on the results of evaluation
will be routed to the following:

• Negative Record in the PSA database or for clear copy

Unit/Archives Coverage Remarks

Document Processing Unit- Current Year Refer to Page 9 for the
(ex. 2020) detailed process
Birth/Death/Marriage Archives Past 2 Year Refer to Page 10 for the
(2018-2019) detailed process
Microfilm Unit 1945-1994 Refer to Page 8 for the
detailed process
Central Archives 1945-2018 Refer to Page 11 for the
detailed process

• For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the

Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for
Bren-linking/unlinking on the detailed process.
PRE-RELEASING UNIT
1. Logs “In” using the 1 hour per Team Lead,
ODDS system all batch of 1,800 Associate
AFs and supporting AFs
documents
received from SRU Admin Clerk,
and Legal Associate
Instruments Unit

2. If the result of Administrative

verification is a Aide VI
Feedback: Team Lead
(PSA)
2.1 Prints the
Feedback and
attaches to the 1 hour per
AF and its batch of 78
supporting printed
documents feedback
2.2 Prepares
transmittal and
forward the
printed
“feedback” and
the supporting
documents to
the Central
Outlet
3. Logs out all
“positive”
documents and
route to Legal
Instruments Unit
4. Logs out
processed/ 1 hour per
annotated batch of 1,800
documents and its AFs

353
 supporting
documents to Legal
Instruments Unit
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet)
15 WORKING DAYS (Other PSA CRS Outlet

16. Issuance of Annotation Requests: Copy Issuance of Marriage

Documents Affected by Court Decrees on Declaration of Nullity,
Presumptive Death, Annulment, Among Others
Another service catered by PSA is the annotation of the Certificate of Marriage (COM)
pursuant to the court decision declaring the nullity of marriage, presumptive Death of
spouse or annulment as rendered by the Regional Trial Court (RTC).
Office or Division: Civil Register Management Division
Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
A. FOR EVENTS OCCURRED IN THE IN THE Local Civil Registry Office (LCRO) of the
PHILIPPINES: place of birth
1. Original or Certified True/Photocopy of the
Court Decree.
2. Original or Certified True/Photocopy of the
Certificate of Finality of Court Decree.
3. Original or Certified True/Photocopy of the
Certificate of Registration of the Court Decree
issued by the civil registrar where the
decision/order was registered.

4. Original or Certified True/Photocopy of the

Certificate of Authenticity of the Court Decree
issued by the Civil Registrar where the
decision/order was registered.

5. Annotated Certificate of Marriage (one

photocopy certified by the concerned LCRO)
6. Un-annotated Certificate of Marriage (one
photocopy certified by the concerned LCRO)
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
COURT DECREES UNIT
1. Receipt and control None 30 minutes ODDS
of application forms per batch of Controller
(AFs) and Note: AF 100 AFs Court Decrees
supporting here is for Unit, CRMD,
documents filed by request for CRS Building,
the client at the PSA copy Quezon City
CRS Outlet - East issuance
Avenue, Quezon of the
City BMD Supervisor
docs. Court Decrees
1.1. Check the AFs of Processin Unit, CRMD,
transmitted g fee for CRS Building,
documents vs. list copy Quezon City
issuance

354
 of documents in the of the
transmittal annotated Chief, CRMD,
1.1.1. If the AF is not COLB is CRS Building,
among the list in being Quezon City
the transmittal, collected
return to CRS by the
Outlet PSA CRS
1.1.2. If the AF is Outlet -
among the list in East
the transmittal, Avenue,
proceed to 2. Q.C.

2. Print e-copy of AFs None. 35 minutes

per batch of
2.1. Barcode e-copy of Note: AF 100 AFs
AFs through the from here printed
ODDS system onwards is
the
2.2. Forward AFs to encoded
sorter/matcher job
request for
the
process.
3. Sort e-copy of AFs None. 1 hour per Sorter/Matcher
by type/source batch of 100 Court Decrees
AFs sorted Unit, CRMD,
4. Match e-copy of None 1 hour per CRS Building,
AFs with its batch of 50 Quezon City
supporting AFs and
documents documents
matched Supervisor
4.1. If the AF is only Court Decrees
supported with a Unit, CRMD,
photocopy of the CRS Building,
courier receipt, Quezon City
check RCC whether
the documents was
already previously Chief, CRMD,
received. CRS Building,
4.1.1. If negative RCC, Quezon City
forward to
Feedback Clerk
for the
preparation of
the appropriate
feedback.
4.1.2. If positive RCC,
retrieve the
documents and
proceed to 4.2
4.2. If the AF matches
the document
forward the set of
documents to the
Screener
4.2 In case the AF was
incorrectly encoded
as to the type of
document (i.e.
CRTDC instead of
CRTDEC), route

355
 the document to the
Pre-Releasing Unit

4.2.1 Pre-releasing
Unit to create the
transaction
rectifying the
incorrectly encoded
AFs

4.2.2 CD Unit to print

the rectified AF and
attach to its
supporting
documents (and
original AF)

4.2.3 AF and
supporting
documents
forwarded to
Screener/Spec
signature verifier

4.4 In case the

document
submitted has no
matching AF, return
the document to the
Outlet for
verification
5. Verify the specimen None 1 hour per Screener/Speci
signature of the batch of 20 men Signature
authorized LCRO verified Verifier
signatory in the documents Court Decrees
database Unit, CRMD,
5.1. If documents CRS Building,
passed specimen Quezon City
signature
verification, stamp
“Verified by” and Supervisor
date of verification Court Decrees
and affix Unit, CRMD,
initial/signature on CRS Building,
each page of the Quezon City
documents
5.2. If document did not
pass verification, Chief, CRMD,
attach the blue stub CRS Building,
and indicate the Quezon City
feedback in the
evaluation form
6. Conduct initial None 1 hour per 7
screening and screened
attach evaluation documents
form to the
supporting
documents
6.1. Arrangement of the
documents
accordingly based
on the checklist

356
6.2. Check
completeness, and
the authenticity of
the supporting
documents
6.2.1. If the document
is complete and
authentic,
proceed to 6.3.
6.2.2. If the document
is incomplete,
Screener
checks the
ODDS for
previous
feedback
6.2.2.1. If positive
ODDS, retrieve
TPL document
and proceed to
6.3
6.2.2.2. If
negative,
Screener shall
indicate the
finding in the
evaluation form
and proceed to
7.1
6.2.3. If the document
lacks
authenticity,
Screener shall
indicate the
finding in the
evaluation form
and proceed to
6.3.
6.3. Check consistency
of the entries in the
documents
submitted
6.3.1. If the documents
are found to be
consistent and
complete,
ODDS
Controller routes
documents to
Annotation Unit.
6.3.2. If the documents
are found to be
complete but
inconsistent, or
incomplete but
consistent, or
incomplete and
inconsistent,
Screener shall
indicate the
finding in the
evaluation form,

357
 and forwards to
ODDs Controller
for feedback
preparation.
7. Preparation and 1 hour per 6 Feedback
issuance of feedback Clerks
feedback prepared Court Decrees
7.1. ODDS Controller Unit, CRMD,
routes document to CRS Building,
Special Request Quezon City
Unit for verification
from CRS database
and a copy of the Supervisor
affected COLB. Court Decrees
7.2. Consolidate all Unit, CRMD,
feedback generated CRS Building,
from various Quezon City
processes Chief, CRMD,
7.3. Refer to supervisor CRS Building,
for complicated Quezon City
feedback
7.4. Supervisor review
and assess
complicated
feedback
7.5. Forward the
documents to
ODDS controller for
routing to Pre-
releasing Unit.
ANNOTATION UNIT PROCESS
8. Receipt and control 30 minutes ODDS
of application forms per batch of Controller
(AFs) and 100 AFs Annotation Unit,
supporting CRMD, CRS
documents from Building,
Court Decrees Unit Quezon City

8.1. Check the AFs of

transmitted Supervisor
documents vs. list Annotation Unit,
of documents in the CRMD, CRS
transmittal Building,
8.1.1. If the AF is not Quezon City
among the list in
the transmittal, Chief, CRMD,
return to Court CRS Building,
Decrees Unit Quezon City
8.1.2. If the AF is
among the list in
the transmittal,
proceed to the
next step.
8.2. Barcode e-copy of
AFs through the
ODDS system
8.3. Forward documents
to the Team Lead.
9. Distribute 5 minutes Team Lead
Application Forms Annotation Unit,
and the supporting CRMD, CRS
documents to the

358
 Annotator for Building,
processing. Quezon City

Supervisor
Annotation Unit,
CRMD, CRS
Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
10. Annotation of COLB 1 hour per 9 Annotator
in the CRS documents Annotation Unit,
database annotated CRMD, CRS
10.1. Conduct Building,
screening of the Quezon City
supporting
documents and
verify the record Supervisor
requested for Annotation Unit,
annotation in the CRMD, CRS
CRS database Building,
Quezon City
10.1.1. Counterc
heck the Chief, CRMD,
completeness of CRS Building,
the Quezon City
requirements
and consistency
of entries versus
the data in the
image/record in
CRS database.
10.1.2. If the
record passed
verification,
annotate the
image in the
CRS database,
enter the details
in the Top Sheet
(index), and
submit for
approval
10.1.3. If the
record does not
pass the
verification,
indicate the
finding in the
evaluation form
and forward the
same to the
Feedback Clerk
for the
preparation of
the appropriate
feedback.
10.1.4. If the
document is

359
 already found
annotated,
return the
documents to
ODDS
Controller for
logging out in
the system.
10.2. If the document
is found in the CRS
database, check
whether the entries
are unreadable or
blurred.
10.2.1. If
readable or not
blurred, forward
the same to the
Feedback Clerk
for the
preparation of
the appropriate
feedback.
10.2.2. If blurred
or unreadable,
return the
documents to
the ODDS
Controller for
routing to the
appropriate
Archive or Unit
for retrieval and
subsequent re-
scanning and re-
uploading to the
CRS database.
Feedback Clerk
to prepare the
appropriate
feedback.
10.2.3. If found
negative in the
CRS database,
check if the
document is
available in the
supporting
documents.
10.2.3.1. If
available from
the supporting
documents,
Supervisor shall
evaluate the
document and
endorse the
same by the
ODDS
Controller to
PMU for
scanning and

360
 loading to the
CRS database.
10.2.3.2. If not
available in the
supporting
documents,
ODDS
Controller routes
the same to the
appropriate
Archive or Unit
for manual
verification.
10.3. If multiple
records, forward to
ODDS controller for
routing to PMU for
BReN-linking/
BReN-unlinking.
Once done,
proceed to 10
11. Approval of 1 hour per 15 Approver
Annotation annotated Annotation Unit,
11.1. Review the documents CRMD, CRS
completeness of the approved Building,
requirements and Quezon City
consistencies of
entries of the
supporting Supervisor
documents. Annotation Unit,
11.1.1. If the CRMD, CRS
documents are Building,
complete and Quezon City
consistent,
proceed to 11.2 Chief, CRMD,
11.1.2. If the CRS Building,
documents are Quezon City
either
incomplete or
inconsistent or
both, indicate
the finding in the
evaluation form
and forward the
same to the
Feedback Clerk
for the
preparation of
the appropriate
feedback.
11.2. Proofread the
annotation in the
annotated image
and Top Sheet in
the Electronic Once the
Annotation System document
(EAS) has been
11.2.1. If the approved,
annotation and copy
Top Sheet has issuance
no error, Tag as is
“Approve” the available

361
 annotated at the
image. Print and Central
sign the Outlet
annotated within the
image and Top day and 2-
Sheet. Attached 3 days in
in the supporting other
documents and Outlets
forward to nationwid
ODDS
e
Controller for
routing to Legal
Instruments
Unit.
11.2.2. If the
annotation has
an error,
disapprove the
image and type
comments on
the “comment
box” and return
to the Annotator
to correct the
error made.
Proceed to 10.
12. Preparation and 1 hour per 10 Approver
issuance of feedback Annotation Unit,
feedback prepared CRMD, CRS
12.1. Check ODDS for Building,
previous feedback Quezon City
12.1.1. If positive
ODDS, retrieve
the documents Supervisor
and proceed to Annotation Unit,
6.2 CRMD, CRS
12.1.2. If Building,
negative, Quezon City
proceed to 12.3
12.2. Check RCC if Chief, CRMD,
there is feedback CRS Building,
compliance Quezon City
12.2.1. If positive
RCC, retrieve
the documents
and proceed to
6.2
12.2.2. If
negative,
proceed to 12.3
12.3. Refer to
supervisor for
complicated
feedback
12.4. Supervisor
review and assess
complicated
feedback
12.5. Consolidate all
feedback generated
from various
processes and

362
 forward the
documents to
ODDS controller for
routing to Pre-
releasing Unit.
The following documents subject for annotations depending on the results of evaluation
will be routed to the following:

• Negative Record in the PSA database or for clear copy

Unit/Archives Coverage Remarks

Document Processing Unit- Current Year (ex. Refer to Page 9 for the
2020) detailed process
Birth/Death/Marriage Archives Past 2 Year (2018- Refer to Page 10 for the
2019) detailed process
Microfilm Unit 1945-1994 Refer to Page 8 for the
detailed process
Central Archives 1945-2018 Refer to Page 11 for the
detailed process

• For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the

Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for
Bren-linking/unlinking on the detailed process.
PRE-RELEASING UNIT
1. Logs “In” using the 1 hour per Team
ODDS system all batch of 1,800 Lead,
AFs and supporting AFs Associate
documents
received from
SRU,Court Decrees Admin
Unit, or Annotation Clerk,
Unit Associate

2. If the result of
verification is a Administr
Feedback: 1 hour per ative
batch of 78 Aide VI
2.1 Prints the printed Team
Feedback and feedback Lead
attaches to the (PSA)
AF and its
supporting
documents
2.2 Prepares
transmittal and
forward the
printed
“feedback” and
the supporting
documents to 1 hour per
the Central batch of 1,800
Outlet AFs
3. Logs out all
“positive”
documents and
route to Legal
Instruments Unit
4. Logs out
processed/
annotated
documents and its
supporting
363
 documents to Legal
Instruments Unit
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet)
15 WORKING DAYS (Other PSA CRS Outlet)

17. Issuance of Annotation Requests: Copy Issuance of Marriage

Documents Affected by Court Decrees on Recognition of Foreign
Divorce
A court decision recognizing the foreign divorce rendered by the Regional Trial Court.
Office or Division: Civil Register Management Division
Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
A. FOR EVENTS OCCURRED IN THE IN THE Local Civil Registry Office (LCRO) of
PHILIPPINES: the place of birth
1. Original or Certified True/Photocopy of the Court
Decree.
2. Original or Certified True/Photocopy of the
Certificate of Finality of Court Decree.
3. Original or Certified True/Photocopy of the
Certificate of Registration of the Court Decree
issued by the civil registrar where the
decision/order was registered.

4. Original or Certified True/Photocopy of the

Certificate of Authenticity of the Court Decree
issued by the Civil Registrar where the
decision/order was registered.
5. Annotated Certificate of Marriage(one photocopy
certified by the concerned LCRO)
6. Un-annotated Certificate of Marriage (one
photocopy certified by the concerned LCRO)
OTHER REQUIREMENTS
Foreign documents registered in the LCRO of
Manila.
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
COURT DECREES UNIT
1. Receipt and control None 30 minutes ODDS
of application forms per batch of Controller
(AFs) and Note: AF 100 AFs Court Decrees
supporting here is for Unit, CRMD,
documents filed by request for CRS Building,
the client at the PSA copy Quezon City
CRS Outlet - East issuance
Avenue, Quezon of the
City BMD Supervisor
docs. Court Decrees
1.1. Check the AFs of Processin Unit, CRMD,
transmitted g fee for CRS Building,
documents vs. list copy Quezon City
issuance

364
 of documents in the of the
transmittal annotated Chief, CRMD,
1.1.1. If the AF is not COLB is CRS Building,
among the list in being Quezon City
the transmittal, collected
return to CRS by the
Outlet PSA CRS
1.1.2. If the AF is Outlet -
among the list in East
the transmittal, Avenue,
proceed to 2. Q.C.

2. Print e-copy of AFs None. 35 minutes

per batch of
2.1. Barcode e-copy of Note: AF 100 AFs
AFs through the from here printed
ODDS system onwards is
the
2.2. Forward AFs to encoded
sorter/matcher job
request for
the
process.
3. Sort e-copy of AFs None. 1 hour per Sorter/Matcher
by type/source batch of 100 Court Decrees
AFs sorted Unit, CRMD,
4. Match e-copy of None 1 hour per CRS Building,
AFs with its batch of 50 Quezon City
supporting AFs and
documents documents
matched Supervisor
4.1. If the AF is only Court Decrees
supported with a Unit, CRMD,
photocopy of the CRS Building,
courier receipt, Quezon City
check RCC whether
the documents was
already previously Chief, CRMD,
received. CRS Building,
4.1.1. If the negative Quezon City
RCC, forward to
Feedback Clerk
for the
preparation of
the appropriate
feedback.
4.1.2. If positive RCC,
retrieve the
documents and
proceed to 4.2
4.2. If the AF matches
the document
forward the set of
documents to the
Screener
4.2 In case the AF was
incorrectly encoded
as to the type of
document (i.e.
CRTDC instead of
CRTDEC), route

365
 the document to the
Pre-Releasing Unit

4.2.1 Pre-releasing
Unit to create the
transaction
rectifying the
incorrectly encoded
AFs

4.2.2 CD Unit to print

the rectified AF and
attach to its
supporting
documents (and
original AF)
4.2.3 AF and
supporting
documents
forwarded to
Screener/Spec
signature verifier
4.4 In case the
document
submitted has no
matching AF, return
the document to the
Outlet for
verification
5. Verify the specimen None 1 hour per Screener/Speci
signature of the batch of 20 men Signature
authorized LCRO verified Verifier
signatory in the documents Court Decrees
database Unit, CRMD,
5.1. If documents CRS Building,
passed specimen Quezon City
signature
verification, stamp
“Verified by” and Supervisor
date of verification Court Decrees
and affix Unit, CRMD,
initial/signature on CRS Building,
each page of the Quezon City
documents
5.2. If document did not
pass verification, Chief, CRMD,
attach the blue stub CRS Building,
and indicate the Quezon City
feedback
6. Conduct initial None 1 hour per 7
screening and screened
attach evaluation documents
form to the
supporting
documents
6.1. Arrangement of the
documents
accordingly based
on the checklist
6.2. Check
completeness, and
the authenticity of

366
 the supporting
documents
6.2.1. If the document
is complete and
authentic,
proceed to 6.3.
6.2.2. If the document
is incomplete,
Screener
checks the
ODDS for
previous
feedback
6.2.2.1. If positive
ODDS, retrieve
TPL document
and proceed to
6.3
6.2.2.2. If
negative,
Screener shall
indicate the
finding in the
evaluation form
and proceed
to6.3
6.2.3. If the document
lacks
authenticity,
Screener shall
indicate the
finding in the
evaluation form
and proceed to
6.3.
6.3. Check consistency
of the entries in the
documents
submitted
6.3.1. If the documents
are found to be
consistent and
complete,
ODDS
Controller routes
documents to
Annotation Unit.
6.3.2. If the documents
are found to be
complete but
inconsistent, or
incomplete but
consistent, or
incomplete and
inconsistent,
Screener shall
indicate the
finding in the
evaluation form,
and forwards to
ODDs Controller

367
 for feedback
preparation.
7. Preparation and 1 hour per 6 Feedback
issuance of feedback Clerks
feedback prepared Court Decrees
7.1. ODDS Controller Unit, CRMD,
routes document to CRS Building,
Special Request Quezon City
Unit for verification
from CRS database
and a copy of the Supervisor
affected COLB. Court Decrees
7.2. Consolidate all Unit, CRMD,
feedback generated CRS Building,
from various Quezon City
processes
7.3. Refer to supervisor
for complicated Chief, CRMD,
feedback CRS Building,
7.4. Supervisor review Quezon City
and assess
complicated
feedback
7.5. Forward the
documents to
ODDS controller for
routing to Pre-
releasing Unit.

ANNOTATION UNIT PROCESS

8. Receipt and control 30 minutes ODDS
of application forms per batch of Controller
(AFs) and supporting 100 AFs Annotation Unit,
documents from CRMD, CRS
Legal Instruments Building,
Unit Quezon City

8.1. Check the AFs of

transmitted Supervisor
documents vs. list of Annotation Unit,
documents in the CRMD, CRS
transmittal Building,
8.1.1. If the AF is not Quezon City
among the list in
the transmittal, Chief, CRMD,
return to Legal CRS Building,
Instruments Unit Quezon City
8.1.2. If the AF is
among the list in
the transmittal,
proceed to the
next step.
8.2. Barcode e-copy of
AFs through the
ODDS system
8.3. Forward documents
to the Team Lead.

9. Distribute 5 minutes Team Lead

Application Forms Annotation Unit,
and the supporting CRMD, CRS
documents to the

368
 Annotator for Building,
processing. Quezon City

Supervisor
Annotation Unit,
CRMD, CRS
Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
10. Annotation of COLB 1 hour per 9 Annotator
in the CRS database documents Annotation Unit,
10.1. Conduct annotated CRMD, CRS
screening of the Building,
supporting Quezon City
documents and
verify the record
requested for Supervisor
annotation in the Annotation Unit,
CRS database CRMD, CRS
Building,
10.1.1. Counterch Quezon City
eck the
completeness of Chief, CRMD,
the requirements CRS Building,
and consistency Quezon City
of entries versus
the data in the
image/record in
CRS database.
10.1.2. If the
record passed
verification,
annotate the
image in the CRS
database, enter
the details in the
Top Sheet
(index), and
submit for
approval
10.1.3. If the
record does not
pass the
verification,
indicate the
finding in the
evaluation form
and forward the
same to the
Feedback Clerk
for the
preparation of the
appropriate
feedback.
10.1.4. If the
document is
already found
annotated, return

369
 the documents to
ODDS Controller
for logging out in
the system.
10.2. If the document
is found in the
CRS database,
check whether
the entries are
unreadable or
blurred.
10.2.1. If readable
or not blurred,
forward the same
to the Feedback
Clerk for the
preparation of the
appropriate
feedback.
10.2.2. If blurred
or unreadable,
return the
documents to the
ODDS Controller
for routing to the
appropriate
Archive or Unit
for retrieval and
subsequent re-
scanning and re-
uploading to the
CRS database.
10.2.3. If found
negative in the
CRS database,
check if the birth
document is
available in the
supporting
documents.
10.2.3.1. If available
from the
supporting
documents,
Supervisor shall
evaluate the
document and
endorse the
same by the
ODDS Controller
to PMU for
scanning and
loading to the
CRS database.
10.2.3.2. If not
available in the
supporting
documents,
ODDS Controller
routes the same
to the appropriate
Archive or Unit

370
 for manual
verification.
Feedback Clerk
to prepare the
appropriate
feedback.
10.3. If multiple
records, forward
to ODDS
controller for
routing to PMU
for BReN-linking/
BReN-unlinking.
Once done,
proceed to 12
11. Approval of 1 hour per 15 Approver
Annotation annotated Annotation Unit,
11.1. Review the documents CRMD, CRS
completeness of the approved Building,
requirements and Quezon City
consistencies of
entries of the
supporting Supervisor
documents. Annotation Unit,
11.1.1. If the CRMD, CRS
documents are Building,
complete and Quezon City
consistent,
proceed to 11.2 Chief, CRMD,
11.1.2. If the CRS Building,
documents are Quezon City
either incomplete
or inconsistent or
both, indicate the
finding in the
evaluation form
and forward the
same to the
Feedback Clerk
for the
preparation of the
appropriate Once the
feedback. documen
11.2. Proofread t has
the annotation in been
the annotated approved
image and Top , copy
Sheet in the issuance
Electronic is
Annotation available
System (EAS) at the
11.2.1. If the Central
annotation and Outlet
Top Sheet has no within the
error, Tag as day and
“Approve” the 2-3 days
annotated image. in other
Print and sign the Outlets
annotated image
nationwid
and Top Sheet.
e
Attached in the
supporting

371
 documents and
forward to ODDS
Controller for
routing to Legal
Instruments Unit.
11.2.2. If the
annotation has
an error,
disapprove the
image and type
comments on the
“comment box”
and return to the
Annotator to
correct the error
made. Proceed
to 12.
12. Preparation and 1 hour per 10 Approver
issuance of feedback Annotation Unit,
feedback prepared CRMD, CRS
12.1. Check ODDS for Building,
previous feedback Quezon City
12.1.1. If positive
ODDS, retrieve
the documents Supervisor
and proceed to Annotation Unit,
6.2 CRMD, CRS
12.1.2. If Building,
negative, Quezon City
proceed to 12.3
12.2. Check RCC if Chief, CRMD,
there is feedback CRS Building,
compliance Quezon City
12.2.1. If positive
RCC, retrieve the
documents and
proceed to 6.2
12.2.2. If
negative,
proceed to 12.3
12.3. Refer to
supervisor for
complicated
feedback
12.4. Supervisor
review and assess
complicated
feedback
12.5. Consolidate all
feedback generated
from various
processes and
forward the
documents to ODDS
controller for routing
to Pre-releasing
Unit.
The following documents subject for annotations depending on the results of evaluation
will be routed to the following:

• Negative Record in the PSA database or for clear copy

372
 Unit/Archives Coverage Remarks
Document Processing Unit- Current Year Refer to Page 9 for the
(ex. 2020) detailed process
Birth/Death/Marriage Archives Past 2 Year Refer to Page 10 for the
(2018-2019) detailed process
Microfilm Unit 1945-1994 Refer to Page 8 for the
detailed process
Central Archives 1945-2018 Refer to Page 11 for the
detailed process

• For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the

Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for
Bren-linking/unlinking on the detailed process.

PRE-RELEASING UNIT
13. Logs “In” using the 1 hour per Team Lead,
ODDS system all batch of 1,800 Associate
AFs and supporting AFs
documents received
from SRU and Legal Admin Clerk,
Instruments Unit Associate

13.1 If the Administrative

result of Aide VI
verification is a Team Lead
Feedback: (PSA)

13.1.1 Prints the 1 hour per

Feedback batch of 78
and attaches printed
to the AF and feedbacks
its supporting
documents
13.1.2 Prepares
transmittal
and forward
the printed
“feedback”
and the
supporting
documents to
the Central
Outlet

14. Logs out all 1 hour per

“positive” batch of 1800
documents and AF
route to Legal
Instruments Unit

15. Logs out

processed/
annotated
documents and
its supporting
documents to
Legal
Instruments Unit
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet)
15 WORKING DAYS (Other PSA CRS Outlet)

373
 18. Issuance of Annotation Requests: Copy Issuance of Civil Registry
Documents Affected by Sharia Courts Decision on Divorce
A court decision on Divorce obtained through Shari’ah Court.
Office or Division: Civil Register Management Division
Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
A. FOR EVENTS OCCURRED IN THE IN Local Civil Registry Office (LCRO) of the place
THE PHILIPPINES: of birth
1. Original or Certified True/Photocopy of the
Court Decree.
2. Original or Certified True/Photocopy of the
Certificate of Finality of Court Decree.
3. Original or Certified True/Photocopy of the
Certificate of Registration of the Court
Decree issued by the civil registrar where
the decision/order was registered.

4. Original or Certified True/Photocopy of the

Certificate of Authenticity of the Court
Decree issued by the Civil Registrar where
the decision/order was registered.

5. Annotated Certificate of Marriage (one

photocopy certified by the concerned
LCRO)
6. Un-annotated Certificate of Marriage
(one photocopy certified by the concerned
LCRO)
OTHER REQUIREMENTS
1. Certificate of Divorce
2. Conversion to Islam of the husband
3. Conversion to Islam of the wife
4. Joint Affidavit of Ratification
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
COURT DECREES UNIT
1. Receipt and control of None 30 minutes ODDS
application forms per batch of Controller
(AFs) and supporting Note: AF 100 AFs Court Decrees
documents filed by the here is for Unit, CRMD,
client at the PSA CRS request CRS Building,
Outlet - East Avenue, for copy Quezon City
Quezon City issuance
of the
1.1. Check the AFs of BMD Supervisor
transmitted docs. Court Decrees
documents vs. list of Processi Unit, CRMD,
documents in the ng fee for CRS Building,
transmittal copy Quezon City
1.1.1. If the AF is not issuance
among the list in of the
the transmittal, annotate Chief, CRMD,
return to CRS d COLB CRS Building,
Outlet is being Quezon City
1.1.2. If the AF is among collected
the list in the by the
PSA CRS

374
 transmittal, Outlet -
proceed to 2. East
Avenue,
Q.C.
2. Print e-copy of AFs None. 35 minutes
per batch of
2.1. Barcode e-copy of AFs Note: AF 100 AFs
through the ODDS from here printed
system onwards
is the
2.2. Forward AFs to encoded
sorter/matcher job
request
for the
process.
3. Sort e-copy of AFs by None. 1 hour per Sorter/Matcher
type/source batch of 100 Court Decrees
AFs sorted Unit, CRMD,
4. Match e-copy of AFs None 1 hour per CRS Building,
with its supporting batch of 50 Quezon City
documents AFs and
documents
4.1. If the AF is only matched Supervisor
supported with a Court Decrees
photocopy of the Unit, CRMD,
courier receipt, check CRS Building,
RCC whether the Quezon City
documents was
already previously
received. Chief, CRMD,
4.1.1. If the negative CRS Building,
RCC, forward to Quezon City
Feedback Clerk for
the preparation of
the appropriate
feedback.
4.1.2. If positive RCC,
retrieve the
documents and
proceed to 4.2
4.2. If the AF matches the
document forward the
set of documentsto the
Screener
4.2 In case the AF was
incorrectly encoded as
to the type of
document (i.e.
CRTDC instead of
CRTDEC), route the
document to the Pre-
Releasing Unit

4.2.1 Pre-releasing Unit

to create the
transaction rectifying
the incorrectly
encoded AFs

4.2.2 CD Unit to print the

rectified AF and attach
to its supporting

375
 documents (and
original AF)

4.2.3 AF and supporting

documents forwarded
to Screener/Spec
signature verifier

4.4 In case the document

submitted has no
matching AF, return
the document to the
Outlet for verification
5. Verify the specimen None 1 hour per Screener/Speci
signature of the batch of 20 men Signature
authorized LCRO verified Verifier
signatory in the documents Court Decrees
database Unit, CRMD,
5.1. If documents passed CRS Building,
specimen signature Quezon City
verification, stamp
“Verified by” and date
of verification and affix Supervisor
initial/signature on Court Decrees
each page of the Unit, CRMD,
documents CRS Building,
5.2. If document did not Quezon City
pass verification,
attach the blue stub
and indicate the Chief, CRMD,
feedback CRS Building,
6. Conduct initial None 1 hour per 7 Quezon City
screening and attach screened
evaluation form to the documents
supporting documents
6.1. Arrangement of the
documents
accordingly based on
the checklist
6.2. Check completeness,
and the authenticity of
the supporting
documents
6.2.1. If the document is
complete and
authentic, proceed
to 6.3.
6.2.2. If the document is
incomplete,
Screener checks
the ODDS for
previous feedback
6.2.2.1. If positive
ODDS, retrieve
TPL document and
proceed to 6.3
6.2.2.2. If negative,
Screener shall
indicate the finding
in the evaluation
form and proceed
to7.1

376
 6.2.3. If the document
lacks authenticity,
Screener shall
indicate the finding
in the evaluation
form and proceed
to 6.3.
6.3. Check consistency of
the entries in the
documents submitted
6.3.1. If the documents
are found to be
consistent and
complete, ODDS
Controller routes
documents to
Annotation Unit.
6.3.2. If the documents
are found to be
complete but
inconsistent, or
incomplete but
consistent, or
incomplete and
inconsistent,
Screener shall
indicate the finding
in the evaluation
form, and forwards
to ODDs Controller
for feedback
preparation.
7. Preparation and 1 hour per 6 Feedback
issuance of feedback feedback Clerks
7.1. ODDS Controller prepared Court Decrees
routes document to Unit, CRMD,
Special Request Unit CRS Building,
for verification from Quezon City
CRS database and a
copy of the affected
COLB. Supervisor
7.2. Consolidate all Court Decrees t
feedback generated Unit, CRMD,
from various CRS Building,
processes Quezon City
7.3. Refer to supervisor for
complicated feedback
7.4. Supervisor review and Chief, CRMD,
assess complicated CRS Building,
feedback Quezon City
7.5. Forward the
documents to ODDS
controller for routing to
Pre-releasing Unit.

ANNOTATION UNIT PROCESS

8. Receipt and control 30 minutes ODDS
of application forms per batch of Controller
(AFs) and supporting 100 AFs Annotation Unit,
documents from CRMD, CRS
Court Decrees Unit Building,
Quezon City

377
8.1. Check the AFs of
transmitted
documents vs. list of Supervisor
documents in the Annotation Unit,
transmittal CRMD, CRS
8.1.1. If the AF is not Building,
among the list in Quezon City
the transmittal,
return to Legal Chief, CRMD,
Instruments Unit CRS Building,
8.1.2. If the AF is Quezon City
among the list in
the transmittal,
proceed to the
next step.
8.2. Barcode e-copy of
AFs through the
ODDS system
8.3. Forward documents
to the Team Lead.
9. Distribute 5 minutes Team Lead
Application Forms Annotation Unit,
and the supporting CRMD, CRS
documents to the Building,
Annotator for Quezon City
processing.

Supervisor
Annotation Unit,
CRMD, CRS
Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
10. Annotation of COLB 1 hour per 9 Annotator
in the CRS database documents Annotation Unit,
10.1. Conduct annotated CRMD, CRS
screening of the Building,
supporting Quezon City
documents and
verify the record
requested for Supervisor
annotation in the Annotation Unit,
CRS database CRMD, CRS
Building,
10.1.1. Counterch Quezon City
eck the
completeness of Chief, CRMD,
the requirements CRS Building,
and consistency Quezon City
of entries versus
the data in the
image/record in
CRS database.
10.1.2. If the
record passed
verification,
annotate the
image in the CRS
database, enter

378
 the details in the
Top Sheet
(index), and
submit for
approval
10.1.3. If the
record does not
pass the
verification,
indicate the
finding in the
evaluation form
and forward the
same to the
Feedback Clerk
for the
preparation of the
appropriate
feedback.
10.1.4. If the
document is
already found
annotated, return
the documents to
ODDS Controller
for logging out in
the system.
10.2. If the document
is found in the
CRS database,
check whether
the entries are
unreadable or
blurred.
10.2.1. If readable
or not blurred,
forward the same
to the Feedback
Clerk for the
preparation of the
appropriate
feedback.
10.2.2. If blurred
or unreadable,
return the
documents to the
ODDS Controller
for routing to the
appropriate
Archive or Unit
for retrieval and
subsequent re-
scanning and re-
uploading to the
CRS database.
10.2.3. If found
negative in the
CRS database,
check if the birth
document is
available in the

379
 supporting
documents.
10.2.3.1. If available
from the
supporting
documents,
Supervisor shall
evaluate the
document and
endorse the
same by the
ODDS Controller
to PMU for
scanning and
loading to the
CRS database.
10.2.3.2. If not
available in the
supporting
documents,
ODDS Controller
routes the same
to the appropriate
Archive or Unit
for manual
verification.
10.3. If multiple
records, forward
to ODDS
controller for
routing to PMU
for BReN-linking/
BReN-unlinking.
Once done,
proceed to 7.
11. Approval of 1 hour per 15 Approver
Annotation annotated Annotation Unit,
11.1. Review the documents CRMD, CRS
completeness of the approved Building,
requirements and Quezon City
consistencies of
entries of the
supporting Supervisor
documents. Annotation Unit,
11.1.1. If the CRMD, CRS
documents are Building,
complete and Quezon City
consistent,
proceed to 11.2 Chief, CRMD,
11.1.2. If the CRS Building,
documents are Quezon City
either incomplete
or inconsistent or
both, indicate the
finding in the
evaluation form
and forward the
same to the
Feedback Clerk
for the
preparation of the

380
 appropriate Once the
feedback. documen
11.2. Proofread the t has
annotation in the been
annotated image approved
and Top Sheet in the , copy
Electronic issuance
Annotation System is
(EAS) available
11.2.1. If the
at the
annotation and
Central
Top Sheet has no
Outlet
error, Tag as
“Approve” the within the
annotated image. day and
Print and sign the 2-3 days
annotated image in other
and Top Sheet. Outlets
Attached in the nationwid
supporting e
documents and
forward to ODDS
Controller for
routing to Court
Decrees Unit.
11.2.2. If the
annotation has
an error,
disapprove the
image and type
comments on the
“comment box”
and return to the
Annotator to
correct the error
made. Proceed
to 10.1.
12. Preparation and 1 hour per 10 Approver
issuance of feedback Annotation Unit,
feedback prepared CRMD, CRS
12.1. Check ODDS for Building,
previous feedback Quezon City
12.1.1. If positive
ODDS, retrieve
the documents Supervisor
and proceed to Annotation Unit,
6.2 CRMD, CRS
12.1.2. If Building,
negative, Quezon City
proceed to 12.3
12.2. Check RCC if Chief, CRMD,
there is feedback CRS Building,
compliance Quezon City
12.2.1. If positive
RCC, retrieve the
documents and
proceed to 6.2
12.2.2. If
negative,
proceed to 12.3
12.3. Refer to
supervisor for

381
 complicated
feedback
12.4. Supervisor
review and assess
complicated
feedback
12.5. Consolidate all
feedback generated
from various
processes and
forward the
documents to ODDS
controller for routing
to Pre-releasing
Unit.
The following documents subject for annotations depending on the results of evaluation
will be routed to the following:

• Negative Record in the PSA database or for clear copy

Unit/Archives Coverage Remarks

Document Processing Unit- Current Year Refer to Page 9 for the
(ex. 2020) detailed process
Birth/Death/Marriage Archives Past 2 Year Refer to Page 10 for the
(2018-2019) detailed process
Microfilm Unit 1945-1994 Refer to Page 8 for the
detailed process
Central Archives 1945-2018 Refer to Page 11 for the
detailed process

• For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the

Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for
Bren-linking/unlinking on the detailed process.
PRE-RELEASING UNIT
13. Log “In” using the 1 hour per Team Lead,
ODDS system all batch of 1,800 Associate
AFs and supporting AFs
documents received
from SRU and Legal Admin Clerk,
Instruments Unit Associate

13.1 If the result of

verification is a Administrative
Feedback: Aide VI
Team Lead
13.2 Print the (PSA)
Feedback and 1 hour per
attaches to the AF batch of 78
and its supporting printed
documents feedback
13.3 Prepare
transmittal and
forward the printed
“feedback” and the
supporting
documents to the
Central Outlet
14. Log out all “positive”
documents and
route to Legal 1 hour per
Instruments Unit batch of 1,800
AFs
382
 15. Log out processed/
annotated
documents and its
supporting
documents to Court
Decrees Unit
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet)
15 WORKING DAYS (Other PSA CRS Outlet)

19.Issuance of Annotation Requests: Copy Issuance of Certificate of

Marriage Affected by Dissolution of Marriage of Indigenous Peoples

Civil registration system for members of the Indigenous Peoples is governed by OCRG
Administrative Order No. 1, Series of 2004 in accordance with Republic Act No. 8371
otherwise known as “The Indigenous Peoples’ Rights Act of 1997”. A Certificate of
Dissolution of Marriage is a registrable document and is affected by means of annotation
in Certificate of Marriage of parties whose marriage was solemnized under RA 8371.

Office or Division: Civil Register Management Division

Classification: Highly Technical
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Certificate of Registration of Dissolution of Local Civil Registry Office (LCRO) of the
Marriage issued by the concerned place of Marriage
LCRO/PFSF (one original copy)
2. Certification issued by NCIP (National
Commission of Indigenous people) that the
tribal marriage is hereby dissolved (one
photocopy certified by the concerned LCRO)
3. Certification issued by the Tribal Chieftain of
the Ethnic Group where the couples belong,
certifying that the tribe have exhausted all
possible means of reconciliation between the
spouses but failed.
4. Un-annotated Certificate of Marriage (one
photocopy certified by the concerned LCRO)
5. Annotated Certificate of Marriage effecting
Dissolution of Marriage (one photocopy
certified by the concerned LCRO)
FEES TO PROCESSIN PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID G TIME RESPONSIBLE
LEGAL INSTRUMENTS UNIT
1. Receipt and control None 30 minutes ODDS
of application forms per batch of Controller
(AFs) and supporting Note: AF 100 AFs Legal
documents filed by here is for Instrument Unit,
the client at the PSA request CRMD,
CRS Outlet - East for copy CRS Building,
Avenue, Quezon issuance Quezon City
City of the
BMD
1.1. Check the AFs of docs. Supervisor
transmitted Processi Legal
documents vs. list of ng fee for Instrument Unit,
documents in the copy CRMD,
transmittal issuance CRS Building,
of the Quezon City

383
1.1.1. If the AF is not annotate
among the list in d
the transmittal, Certificat Chief, CRMD,
return to CRS e of CRS Building,
Outlet Marriage Quezon City
1.1.2. If the AF is is being
among the list in collected
the transmittal, by the
proceed to 2. PSA CRS
Outlet -
East
Avenue,
Q.C.
2. Print e-copy of AFs None. 35 minutes
per batch of
2.1. Barcode e-copy of Note: AF 100 AFs
AFs through the from here
ODDS system onwards
is the
2.2. Forward AFs to encoded
sorter/matcher job
request
for the
process.
3. Sort e-copy of AFs None. 1 hour per Sorter/Matcher
by type/source batch of 100 Legal
AFs Instrument Unit,
4. Match e-copy of AFs None 1 hour per CRMD,
with its supporting batch of 100 CRS Building,
documents AFs Quezon City

4.1. If the AF is only

supported with a Supervisor
photocopy of the Legal
courier receipt, Instrument Unit,
check RCC whether CRMD,
the documents was CRS Building,
already previously Quezon City
received.
4.1.1. If the negative
RCC, forward to Chief, CRMD,
Feedback Clerk CRS Building,
for the Quezon City
preparation of the
appropriate
feedback.
4.1.2. If positive RCC,
retrieve the
documents and
proceed to 4.2
4.2. If the AF matches
the document
submitted by PSA
CRS Outlet, forward
the set of documents
to the Screener
4.3. In case the AF was
incorrectly encoded
as to the type of
document (i.e.
LGLNS instead of
LGLINS), route the

384
 document to the Pre-
Releasing Unit

4.3.1 Pre-releasing Unit

to create the
transaction rectifying
the incorrectly
encoded AFs

4.3.2 LI Unit to print the

rectified AF and
attach to its
supporting
documents (and
original AF)

4.3.3 AF and supporting

documents
forwarded to
Screener/Spec
signature verifier

4.4 In case the

document submitted
has no matching AF,
return the document
to the Outlet for
verification
5. Distribute the AFs None 5 minutes per Sorter/Matcher
and supporting batch of 100 Legal
documents for initial AFs Instrument Unit,
screening and CRMD,
specimen signature CRS Building,
verification Quezon City

Supervisor
Legal
Instrument Unit,
CRMD,
CRS Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
6. Verify the specimen None 3 hours per Screener/Speci
signature of the batch of 100 men Signature
authorized LCRO AFs Verifier
signatory in the Legal
database Instrument Unit,
6.1. If documents passed CRMD, CRS
specimen signature Building,
verification, stamp Quezon City
“Verified by” and
date of verification
and affix Supervisor
initial/signature on Legal
each page of the Instrument Unit,
documents CRMD,
6.2. If document did not CRS Building,
pass verification, Quezon City

385
 attach the blue stub
and indicate the
feedback Chief, CRMD,
7. Conduct initial None 3 hours per CRS Building,
screening and attach batch of 100 Quezon City
evaluation form to AFs
the supporting
documents
7.1. Check completeness
and the authenticity
of the supporting
documents
7.1.1. If the document is
complete and
authentic,
proceed to 7.2.
7.1.2. If the document is
incomplete,
Screener shall
indicate the
finding in the
evaluation form
and proceed to
7.2.
7.1.3. If the document
lacks
authenticity,
Screener shall
indicate the
finding in the
evaluation form
and proceed to
7.2.
7.2. Check consistency
of the entries in the
documents
submitted
7.2.1. If the documents
are found to be
consistent and
complete,
forward the
documents to the
ODDS Controller
for the routing to
the Annotation
Unit.(Proceed to
Annotation Unit
Process on page
226)

7.2.2. If the
documentsare
found to be
complete but
inconsistent, or
incomplete but
consistent, or
incomplete and
inconsistent,
Screener shall
indicate the

386
 finding in the
evaluation form
and further
verification is to
be made using
CRS database.
8. Verify from the CRS
database the
existence of the civil
registry document/s.

8.1 If the document is

already found
annotated for
Dissolution of
Marriage, return
the documents to
ODDS Controller
for logging out
“Positive” in the
system.
8.2 If the document is
found in the CRS
database, check
whether the
entries are
unreadable or
blurred.

8.2.1 If the record is

with clear
entries,
forward the
same to the
Feedback
Clerk for the
preparation of
the
appropriate
feedback.
8.2.2 If blurred or
unreadable,
return the
documents to the
ODDS Controller
for routing to the
appropriate
Archive or Unit
for retrieval and
subsequent re-
scanning and re-
uploading to the
CRS database.
Feedback Clerk
to prepare the
appropriate
feedback.
8.2.3 If found negative
in the CRS
database, check
if the birth
document is

387
 available in the
supporting
documents.
8.2.3.1 If available
from the
supporting
documents,
Supervisor shall
evaluate the
document and
endorse the
same by the
ODDS Controller
to PMU for
scanning and
loading to the
CRS database.
Feedback Clerk
to prepare the
appropriate
feedback.
8.2.3.2 If not
available in the
supporting
documents,
ODDS Controller
routes the same
to the appropriate
Archive or Unit
for manual
verification.
Feedback Clerk
to prepare the
appropriate
feedback.
8.3 If the document for
annotation is for
cancellation in the
CRS database (For
Void due to errors in
the previous
annotation), ODDS
controller routes the
AF to appropriate
Archive or Unit for
the retrieval of the
supporting
documents.
8.3.1 If the documents
are already
pulled out, ODDS
controller routes
to PMU for
cancellation
through Error
Correction Form
(ECF).
8.3.2 If the documents
are already
voided, ODDS
controller routes

388
 to Annotation
Unit.
9. Preparation and 1 hour per 20 Feedback
issuance of feedback Clerks
feedback prepared Legal
9.1 Check ODDS for Instrument Unit,
previous feedback CRMD, CRS
9.1.1 If positive ODDS, Building,
retrieve the Quezon City
documents and
proceed to 7.2
9.1.2 If negative, Supervisor
proceed to 9.5 Legal
9.2 Check RCC if there Instrument Unit,
is feedback CRMD,
compliance CRS Building,
9.2.1 If positive RCC, Quezon City
retrieve the
documents and
proceed to 7.2 Chief, CRMD,
9.2.2 If negative, CRS Building,
proceed to 9.5 Quezon City
9.3 Refer to supervisor
for complicated
feedback
9.4 Supervisor review
and assess
complicated
feedback
9.5 Consolidate all
feedback generated
from various
processes and
forward the
documents to ODDS
controller for routing
to Pre-releasing Unit
for printing of the
feedback.
ANNOTATION UNIT
10. Receipt and 30 minutes ODDS
control of per batch of Controller
application forms 100 AFs Annotation Unit,
(AFs) and CRMD, CRS
supporting Building,
documents from Quezon City
Legal
Instruments Unit
Supervisor
10.1 Check the AFs of Annotation Unit,
transmitted CRMD, CRS
documents vs. list of Building,
documents in the Quezon City
transmittal
10.1.1 If the AF is not Chief, CRMD,
among the list in CRS Building,
the transmittal, Quezon City
return to Legal
Instruments Unit
10.1.2 If the AF is
among the list in
the transmittal,

389
 proceed to the
next step.
10.2 Barcode e-copy
of AFs through the
ODDS system
10.3 Forward the
documents to the
Team Lead for
distribution to the
Annotators.
11. Distribute 5 minutes Team Lead
Application Annotation Unit,
Forms and the CRMD, CRS
supporting Building,
documents to the Quezon City
Annotator for
processing.
Supervisor
Annotation Unit,
CRMD, CRS
Building,
Quezon City

Chief, CRMD,
CRS Building,
Quezon City
12. Annotation of 1 hour per 9 Annotator
COLB in the CRS documents Annotation Unit,
database annotated CRMD, CRS
12.1 Conduct Building,
screening of the Quezon City
supporting
documents and
verifythe record Supervisor
requested for Annotation Unit,
annotation in the CRMD, CRS
CRS database Building,
Quezon City
12.1.1 Countercheck
the Chief, CRMD,
completeness of CRS Building,
the requirements Quezon City
and consistency
of entries versus
the data in the
image/record in
CRS database.
12.1.2 If the record
passed
verification,
annotate the
image in the CRS
database, enter
the details in the
Top Sheet
(index), and
submit for
approval
12.1.3 If the record does
not pass the
verification,
indicate the

390
 finding in the
evaluation form
and forward the
same to the
Feedback Clerk
for the
preparation of the
appropriate
feedback.
12.1.4 If the document is
already found
annotated for
Dissolution of
Marriage, return
the documents to
ODDS Controller
for logging out
“Positive” in the
system.
12.2 If the document is
found in the CRS
database, check
whether the entries
are unreadable or
blurred.
12.2.1 If the record is
with clear entries,
proceed to 12.1.2
12.2.2 If blurred or
unreadable,
return the
documents to the
ODDS Controller
for routing to the
appropriate
Archive or Unit
for retrieval and
subsequent re-
scanning and re-
uploading to the
CRS database.
12.2.2.1 If
approved by the
PMU, proceed to
12.1.2
12.2.2.2 If
disapproved,
ODDS Controller
forwards the
documents to the
Feedback Clerk
for the
preparation of the
appropriate
feedback.
12.3 If found negative
in the CRS
database, check if
the birth document
un-annotated is
available in the

391
 supporting
documents.
12.3.1 If available from
the supporting
documents,
Supervisor shall
evaluate the
document and
endorse the
same by the
ODDS Controller
to PMU for
scanning and
loading to the
CRS database.
12.3.1.1 If
approved by the
PMU, proceed to
12.1.2
12.3.1.2 If
disapproved,
ODDS Controller
forward the
documents to the
Feedback Clerk
for the
preparation of the
appropriate
feedback.

12.3.2 If not available in

the supporting
documents,
ODDS Controller
routes the same
to the appropriate
Archive or Unit
for manual
verification.
12.3.2.1 If
available, the
concerned
Archive or Unit
route to PMU for
scanning and
uploading.
12.3.2.1.1 If approved by
the PMU,
proceed to
12.1.2
12.3.2.1.2 If
disapproved,
ODDS
Controller
forwards the
documents to
the Feedback
Clerk for the
preparation of
the
appropriate
feedback.

392
12.3.2.2 If not
available, ODDS
Controller
forwards the
documents to the
Feedback Clerk
for the
preparation of the
appropriate
feedback.
13. Approval of 1 hour per 15 Approver
Annotation annotated Annotation Unit,
13.1 Review the documents CRMD, CRS
completeness of the approved Building,
requirements and Quezon City
consistencies of
entries of the
supporting Supervisor
documents. Annotation Unit,
13.1.1 If the documents CRMD, CRS
are complete and Building,
consistent, Quezon City
proceed to 13.2
13.1.2 If the documents Chief, CRMD,
are either CRS Building,
incomplete or Quezon City
inconsistent or
both, indicate the
finding in the
evaluation form
and type in the
“comment box”
and return the
same to the
Annotator for
review.

13.2 Proofread the Once the

annotation in the documen
annotated image t has
and Top Sheet in the been
Electronic approved
Annotation System , copy
(EAS) issuance
13.2.1 If the annotation is
and Top Sheet available
has no error, Tag at the
as “Approve” the Central
annotated image. Outlet
Print and sign the within the
annotated image day and
and Top Sheet. 2-3 days
Attached in the in other
supporting Outlets
documents and nationwid
forward to ODDS e
Controller for
routing to Legal
Instruments Unit.
13.2.2 If the annotation
has an error,
disapprove the

393
 image and type
comments on the
“comment box”
and return to the
Annotator to
correct the error
made.
14. Preparation and 1 hour per 10 Feedback Clerk
issuance of feedback Annotation Unit,
feedback prepared CRMD, CRS
14.1 Check ODDS for Building,
previous feedback Quezon City
14.1.1 If positive ODDS,
review the
previous Supervisor
feedback and Annotation Unit,
proceed to 14.2 CRMD, CRS
14.1.2 If negative, Building,
proceed to 14.5 Quezon City
14.2 Check RCC if
there is feedback Chief, CRMD,
compliance CRS Building,
14.2.1 If positive RCC, Quezon City
retrieve the
documents and
proceed to 13
14.2.2 If negative,
proceed to 15.5
14.3 Refer to
supervisor for
complicated
feedback
14.4 Supervisor
review and assess
complicated
feedback
14.5 Consolidate all
feedback generated
from various
processes and
forward the
documents to ODDS
controller for routing
to Pre-releasing Unit
for printing of the
feedback.
The following documents subject for annotations depending on the results of evaluation
will be routed to the following:

• Negative Record in the PSA database or for clear copy

Unit/Archives Coverage Remarks

Document Processing Unit- Current Year (ex. Refer to Page 9 for the
2020) detailed process
Birth/Death/Marriage Archives Past 2 Year Refer to Page 10 for the
(2018-2019) detailed process
Microfilm Unit 1945-1994 Refer to Page 8 for the
detailed process
Central Archives 1945-2018 Refer to Page 11 for the
detailed process

394
 • For BReN-linking/BReN-unlinking and Cancellation of an Erroneous Annotations in the
Database- AFs are routed to PMU, refer to Page 252 for ECF process and page 259 for
Bren-linking/unlinking on the detailed process.
PRE-RELEASING UNIT
15. Receipt and 1 hour per ODDS
control of batch of 1800 Controller
application forms AFs Pre-releasing
(AFs) supporting Unit, CRMD,
documents from CRS Building,
Legal Quezon City
Instruments Unit

15.1 For “Positive” Supervisor

transaction. Pre-releasing
Unit, CRMD,
15.1.1 Check the CRS Building,
AFs of Quezon City
transmitted
documents Chief, CRMD,
vs. list of CRS Building,
documents in Quezon City
the transmittal
15.1.2 If the AF is not
among the list
in the 1 hour per
transmittal, batch of 78
return to printed
Legal feedback
Instruments
Unit
15.1.3 If the AF is
among the list
in the
transmittal,
proceed to 17
16. If the result of
verification is a
Feedback:

16.1 Logs out 1 hour per

AF with batch of 1800
“feedback” AFs
through ODDS
system.
16.2 Prints the
Feedback and
attaches to the
AF and its
supporting
documents
16.3 Prepares
transmittal and
forward the
printed
“feedback” and
the supporting
documents to
PSA CRS Outlet

17. Log out “Positive”

AFs with Security
Paper (SECPA)

395
 and transmit to
PSA CRS Outlet.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:12 WORKING DAYS (CRS East
Avenue Outlet)
15 WORKING DAYS (Other PSA CRS Outlet)

20. Processing of Renunciation Requests (PSA CRS Outlet -East

Avenue ONLY)

Renunciation is the voluntary act of an individual relinquishing Philippine citizenship

manifested by swearing to an oath. These are filed at the Philippine Foreign Service Post
(PFSP) and transmitted to the PSA through the Department of Foreign Affairs (DFA).
Request for certified photocopies of the Renunciation is catered at PSA CRS Outlet in
East Avenue only.
Office or Division: Civil Register Management Division
Classification: Complex
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Certification of Renunciation of Department of Foreign Affairs (DFA)
Philippine Citizenship
2. List of individuals with dispatch number
3. Oath of renunciation, attached
photocopy of cancelled Philippine
Passport
PERSON
FEES TO PROCESSIN
CLIENT STEPS AGENCY ACTIONS RESPONSIBL
BE PAID G TIME
E
LEGAL INSTRUMENTS UNIT
1. Receipt and control None 30 minutes ODDS
of application forms per batch of Controller
(AFs) and supporting Note: AF 100 AFs Legal
documents filed by here is for Instrument
the client at the PSA request Unit, CRMD,
CRS Outlet - East for copy CRS Building,
Avenue, Quezon issuance Quezon City
City of the civil
registry
1.1. Check the AFs of docs. Supervisor
transmitted Processi Legal
documents vs. list of ng fee for Instrument
documents in the copy Unit, CRMD,
transmittal issuance CRS Building,
1.1.1. If the AF is not of the Quezon City
among the list in PSA copy
the transmittal, of the
return to CRS Certificat Chief, CRMD,
Outlet e of CRS Building,
1.1.2. If the AF is Renuncia Quezon City
among the list in tion is
the transmittal, being
proceed to 2. collected
by the
PSA CRS
Outlet -
East
Avenue,
Q.C.

396
2. Print e-copy of AFs None. 35 minutes
per batch of
2.1. Barcode e-copy of Note: AF 100 AFs
AFs through the from here
ODDS system onwards
is the
2.2. Forward AFs to encoded
sorter/matcher job
request
for the
process.
3. Sort e-copy of AFs None. 1 hour per Sorter/Matcher
by type/source batch of 100 Legal
AFs Instrument
4. Match e-copy of AFs None 1 hour per Unit, CRMD,
with its supporting batch of 100 CRS Building,
documents AFs Quezon City

4.1. If the AF is only

supported with a Supervisor
photocopy of the Legal
courier receipt, Instrument
check RCC whether Unit, CRMD,
the documents was CRS Building,
already previously Quezon City
received.
4.1.1. If the negative
RCC, forward to Chief, CRMD,
Feedback Clerk CRS Building,
for the Quezon City
preparation of the
appropriate
feedback.
4.1.2. If positive RCC,
retrieve the
documents and
proceed to 4.2
4.2. If the AF matches
the document
submitted by PSA
CRS Outlet, forward
the set of documents
to the Screener
4.3. In case the AF was
incorrectly encoded
as to the type of
document (i.e.
LGLNS instead of
LGLINS), route the
document to the Pre-
Releasing Unit

4.3.1 Pre-releasing Unit

to create the
transaction rectifying
the incorrectly
encoded AFs

4.3.2 LI Unit to print the

rectified AF and
attach to its
supporting

397
 documents (and
original AF)

4.3.3 AF and supporting

documents
forwarded to
Screener

4.4 In case the

document submitted
has no matching AF,
return the document
to the PSA CRS
Outlet for verification
5. Photocopy of None 4 minutes Sorter/Matcher
document per batch Legal
of 100 AFs Instrument
6. Stamp “Certified Unit, CRMD,
photocopy from the CRS Building,
original”. Quezon City

7. Supervisor to certify
the documents by Supervisor
affixing his Legal
signature. Instrument
1 hour per Unit, CRMD,
8. Forward to ODDS batch of 1800 CRS Building,
Controller for logging AFs Quezon City
out “positive” in the
system.
Chief, CRMD,
CRS Building,
Quezon City
PRE-RELEASING UNIT
9. Receipt and control 1 hour per ODDS
of application forms batch of 1800 Controller
(AFs) supporting AFs Pre-releasing
documents from Unit, CRMD,
Legal Instruments CRS Building,
Unit Quezon City

9.1 For “Positive”

transaction. Supervisor
Pre-releasing
9.1.1 Check the Unit, CRMD,
AFs of CRS Building,
transmitted Quezon City
documents
vs. list of Chief, CRMD,
documents in CRS Building,
the transmittal Quezon City
9.1.2 If the AF is not
among the list
in the
transmittal,
return to
Legal
Instruments
Unit
9.1.3 If the AF is
among the list
in the

398
 transmittal,
proceed to 17

10. If the result of

verification is a
Feedback:

10.1 Log out

AF with
“feedback”
through ODDS
system.

10.2 Print the

Feedback and
attaches to the
AF and its 1 hour per
supporting batch of 78
documents printed
feedback
10.3 Prepare
transmittal and
forward the
printed
“feedback” and
the supporting
documents to
PSA CRS Outlet

11. Log out “Positive”

AFs with Security
Paper (SECPA)
and transmit to1 hour per
PSA CRS Outlet.batch of 1800
AFs
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS (CRS East
Avenue Outlet only)

21. Processing of Administrative Naturalization (PSA CRS Outlet -East

Avenue ONLY)

Office or Division: Civil Register Management Division

Classification: Complex
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Certificate of Naturalization (issued by the Department of Foreign Affairs (DFA)
Bureau of Immigration), Certificate of Live
Birth (COLB)
2. Un-annotated Certificate of Live Birth (one
photocopy certified by the concerned LCRO)
FEES PERSON
PROCESSIN
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
G TIME
PAID E
LEGAL INSTRUMENTS UNIT
1. Receipt and None 30 minutes ODDS
control of per batch of Controller
application forms 100 AFs

399
 (AFs) and Note: AF Legal
supporting here is for Instrument
documents filed request Unit, CRMD,
by the client at for copy CRS Building,
the PSA CRS issuance Quezon City
Outlet - East of the civil
Avenue, Quezon registry
City docs. Supervisor
Processi Legal
1. Check the AFs of ng fee for Instrument
transmitted copy Unit, CRMD,
documents vs. list of issuance CRS Building,
documents in the of the Quezon City
transmittal PSA copy
1. If the AF is not of the
among the list in Certificat Chief, CRMD,
the transmittal, e of CRS Building,
return to CRS Renuncia Quezon City
Outlet tion is
2. If the AF is being
among the list in collected
the transmittal, by the
proceed to 2. PSA CRS
Outlet -
East
Avenue,
Q.C.
2. Print e-copy of None. 35 minutes
AFs per batch of
Note: AF 100 AFs
1. Barcode e-copy of from here
AFs through the onwards
ODDS system is the
encoded
2. Forward AFs to job
sorter/matcher request
for the
process.
3. Sort e-copy of None. 1 hour per Sorter/Matcher
AFs by batch of 100 Legal
type/source AFs Instrument
4. Match e-copy of None 1 hour per Unit, CRMD,
AFs with its batch of 100 CRS Building,
supporting AFs Quezon City
documents

1. If the AF is only Supervisor

supported with a Legal
photocopy of the Instrument
courier receipt, Unit, CRMD,
check RCC whether CRS Building,
the documents was Quezon City
already previously
received.
1. If negative RCC, Chief, CRMD,
forward to CRS Building,
Feedback Clerk Quezon City
for the
preparation of the
appropriate
feedback.

400
 2. If positive RCC,
retrieve the
documents and
proceed to 4.2
2. If the AF matches
the document
submitted by PSA
CRS Outlet, forward
the set of documents
to the Screener
3. In case the AF was
incorrectly encoded
as to the type of
document (i.e.
LGLNS instead of
LGLINS), route the
document to the Pre-
Releasing Unit

4.3.1 Pre-releasing Unit

to create the
transaction rectifying
the incorrectly
encoded AFs

4.3.2 LI Unit to print the

rectified AF and
attach to its
supporting
documents (and
original AF)

4.3.3 AF and supporting

documents
forwarded to
Screener

4.4 In case the

document submitted
has no matching AF,
return the document
to the PSA CRS
Outlet for verification
5. Photocopy of None 5 minutes per Sorter/Matcher
document batch of 100 Legal
AFs Instrument
1. Stamp “Certified Unit, CRMD,
photocopy from the CRS Building,
original”. Supervisor Quezon City
to certify the
documents by
affixing his Supervisor
signature. Forward Legal
to ODDS Controller Instrument
for logging out Unit, CRMD,
“positive” in the CRS Building,
system. Quezon City

Chief, CRMD,
CRS Building,
Quezon City

401
PRE-RELEASING UNIT
6. Receipt and 30 minutes for ODDS
control of every batch of Controller
application forms 100 AF Pre-releasing
(AFs) supporting Unit, CRMD,
documents from CRS Building,
Legal Quezon City
Instruments Unit
1. For “Positive”
transactio Supervisor
n. Pre-releasing
Unit, CRMD,
1. Check the AFs CRS Building,
of transmitted Quezon City
documents vs.
list of documents Chief, CRMD,
in the transmittal CRS Building,
2. If the AF is not Quezon City
among the list in
the transmittal,
return to Legal
Instruments Unit
3. If the AF is
among the list in
the transmittal,
proceed to 17
7. If the result of
verification is a
Feedback:

1. Logs out AF
with
“feedback”
through
ODDS
system.
2. Prints the
Feedback and 1 hour per
attaches to batch of 78
the AF and its printed
supporting feedback
documents
3. Prepares
transmittal
and forward
the printed
“feedback”
and the
supporting
documents to
PSA CRS
Outlet
8. Logs out
“Positive” AFs 1 hour per
with Security batch of 1800
Paper (SECPA) AFs
and transmit to
PSA CRS Outlet.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS

402
 22. Processing of Option to Elect Philippine Citizenship (PSA CRS
Outlet -East Avenue ONLY)

It is a statement that allows the child (those who were born before January 17, 1973 of
Filipino mothers and of alien fathers) to choose or elect Philippine Citizenship upon
reaching the majority. It is signed and sworn to by the party concerned before any officer
authorized to administer oaths and shall be filed with the nearest Local Civil Registry
Office. The said party shall accompany the aforesaid statement with the oath of allegiance
to the Constitution and Government of the Philippines (Sec. 1 CA No. 625)
Office or Division: Civil Register Management Division
Classification: Complex
Type of Transaction: Government-to-Citizens(G2C)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Affidavit of Election of Philippine Concerned Local Civil Registry Office (LCRO)
Citizenship (one photocopy certified by the
concerned LCRO)
2. Certificate of the Election of Philippine
Citizenship (one original copy)
3. Un-annotated Certificate of Live Birth (one
photocopy certified by the concerned
LCRO)
4. Oath of Allegiance (one photocopy certified
by the concerned LCRO)
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
LEGAL INSTRUMENTS UNIT
1. Receipt and None 30 minutes per ODDS Controller
control of batch of 100 Legal Instrument
application forms Note: AF AFs Unit, CRMD,
(AFs) and here is CRS Building,
supporting for Quezon City
documents filed by request
the client at the for copy
PSA CRS Outlet - issuance Supervisor
East Avenue, of the Legal Instrument
Quezon City civil Unit, CRMD,
registry CRS Building,
1.1. Check the AFs of docs. Quezon City
transmitted Processi
documents vs. list ng fee
of documents in for copy Chief, CRMD,
the transmittal issuance CRS Building,
1.1.1. If the AF is not of the Quezon City
among the list PSA
in the copy of
transmittal, the
return to CRS Certificat
Outlet e of
1.1.2. If the AF is Renunci
among the list ation is
in the being
transmittal, collected
proceed to 2. by the
PSA
CRS
Outlet -
East

403
 Avenue,
Q.C.
2. Print e-copy of AFs None. 35 minutes per
batch of 100
2.1. Barcode e-copy of Note: AF AFs
AFs through the from
ODDS system here
onwards
2.2. Forward AFs to is the
sorter/matcher encoded
job
request
for the
process.
3. Sort e-copy of AFs None. 1 hour per batch Sorter/Matcher
by type/source of 100 AFs Legal Instrument
4. Match e-copy of None 1 hour per batch Unit, CRMD,
AFs with its of 100 AFs CRS Building,
supporting Quezon City
documents

4.1. If the AF is only Supervisor

supported with a Legal Instrument
photocopy of the Unit, CRMD,
courier receipt, CRS Building,
check RCC Quezon City
whether the
documents was
already previously Chief, CRMD,
received. CRS Building,
4.1.1. If negative Quezon City
RCC, forward
to Feedback
Clerk for the
preparation of
the appropriate
feedback.
4.1.2. If positive RCC,
retrieve the
documents and
proceed to 4.2
4.2. If the AF matches
the document
submitted by PSA
CRS Outlet,
forward the set of
documents to the
Screener
4.3. In case the AF was
incorrectly
encoded as to the
type of document
(i.e. LGLNS
instead of
LGLINS), route the
document to the
Pre-Releasing Unit

4.3.1 Pre-releasing
Unit to create the
transaction
rectifying the

404
 incorrectly
encoded AFs

4.3.2 LI Unit to print

the rectified AF
and attach to its
supporting
documents (and
original AF)

4.3.3 AF and
supporting
documents
forwarded to
Screener

4.4 In case the

document
submitted has no
matching AF,
return the
document to the
PSA CRS Outlet
for verification
5. Photocopy of None 5 minutes per Sorter/Matcher
document batch of 100 Legal Instrument
AFs Unit, CRMD,
5.1. Stamp “Certified CRS Building,
photocopy from the Quezon City
original”.
Supervisor to
certify the Supervisor
documents by Legal Instrument
affixing his Unit, CRMD,
signature. Forward CRS Building,
to ODDS Controller Quezon City
for logging out
“positive” in the Chief, CRMD,
system. CRS Building,
Quezon City
PRE-RELEASING UNIT
6. Receipt and 30 minutes for ODDS Controller
control of every batch of Pre-releasing
application forms 100 AF Unit, CRMD,
(AFs) supporting CRS Building,
documents from Quezon City
Legal Instruments
Unit
6.1. For “Positive” Supervisor
transaction. Pre-releasing
Unit, CRMD,
6.1.1. Check CRS Building,
the AFs of Quezon City
transmitte
d Chief, CRMD,
document CRS Building,
s vs. list of Quezon City
document
s in the
transmittal
6.1.2. If the AF
is not

405
 among the
list in the
transmittal
, return to
Legal
Instrument
s Unit
6.1.3. If the AF
is among
the list in
the
transmittal
, proceed
to 17
7. If the result of
verification is a
Feedback:

7.1. Logs out AF

with
“feedback”
through ODDS
system.
7.2. Prints the
Feedback and
attaches to the
AF and its
supporting
documents
7.3. Prepares
transmittal and
forward the
printed
“feedback” and
the supporting
documents to
PSA CRS
Outlet
8. Logs out “Positive”
AFs with Security
Paper (SECPA)
and transmit to
PSA CRS Outlet.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE:7 WORKING DAYS

23. Processing of Reconstruction of Civil Registry Documents

Reconstruction is the process wherein the local civil registrars may request certified true
copies of civil registry records from the Civil Registrar General (CRG) files to reconstruct
burned or destroyed civil registry records (Rule 16 of Administrative Order No. 1, Series
of 1993).

Office or Division: Civil Register Management Division

Classification: Simple (Approval of Request only)
Type of Transaction: Government-to-Government (G2G)
Who may avail: Local Government Units (LGU)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Principal

406
Letter request from the concerned LGU From the concerned LGU
requesting for reconstruction process
Payment of Php5.00 per copy
2 to 3 personnel assigned to do the
reconstruction
Representative
Local Civil Registry Office (LCRO) personnel,
civil registrar or staff
PERSON
FEES TO PROCESSIN
CLIENT STEPS AGENCY ACTIONS RESPONSIBL
BE PAID G TIME
E
1. LGU sends letter 1. Receipt and control None 5 minutes Receipt &
request to avail of of letter request Control Staff
reconstruction 2. Schedule the None 30 minutes Registration
process at PSA conduct of Officer II-
reconstruction Supervisor,
process Microfilm Unit
3. draft the reply to the
letter request
4. Affix the initials in the
draft letter
5. Review the letter and None Within 15 Chief, CRMD
affix initials minutes
6. Review and sign the None Within 30 ANS, CRS
reply letter minutes
7. Send the reply thru None 5 minutes Associate
email, if available,
8. Send hard copy via None 15 minutes GSD Personnel
ordinary mailing thru
PhilPost
2. LGU 2.1 Prepare a schedule None 5 minutes Supervisor,
acknowledge of reconstruction of Microfilm Unit
receipt and civil registry or Central
coordinate with document Archives
CRMD for the
schedule of
reconstruction
3. LCRO personnel 3.1 Provide the folders None 15 minutes Supervisor,
proceed to with the years and Microfilm Unit
CRMD-Archives/ type of documents
Microfilm Unit and for reconstruction to
Central Archives the LCRO personnel
to conduct (Central Archives)
reconstruction
4. LCRO personnel 4.1 Receipt and control None 5 minutes Supervisor,
photocopy the of return of Central
documents for folders/microfilm Archives
reconstruction rolls
4.2 Count the number None 60 records Central
of per minute Archives Staff
documents/records
reconstructed
5. LCRO get a copy 5.1 Prepare a billing None 20 minutes Supervisor,
of the total statement of Microfilm Unit
number of the reconstruction of
reconstructed civil civil registry
registry document
documents
6. LCRO pay the 6.1Issues the Official None 10 minutes Admin Staff-
amount of Receipt and Office of Asst.
Certificate of National

407
 reconstructed Appearance to the Statistician
documents LCRO personnel (ANS)
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: 3 hours and 35 minutes
24. Processing of Erroneous Annotations under Error Correction Form
(ECF)

Documents that undergo correction using the Error Correction Form (ECF) are those
records which are already annotated and loaded in the Civil Registry System (CRS)
database under the following conditions:

• Record contains erroneous annotations,

• Record contains blurred and/or unreadable entries (for replacement),
• Additional annotations required,
• Document used for annotations are not the proper documents.

The annotated record in the database needs to be replaced to ensure that the proper
documents will be issued to the clients. Sources of such requests for ECF are from walk-
in clients which were previously issued an annotated document in security paper
(SECPA). Other sources are emails/communications received from PSA-RSSO, PSA-
PSO, Local Civil Registrars, and general public.

Office or Division: Civil Register Management Division

Classification: Highly Technical
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
From Walk-in Clients:
1) Annotated document in SECPA
containing the erroneous entry
2) Original copy of the Official Receipt
issued to the client
Request through Email/Letters from PSA-
RSSO, PSA-PSO, the Local Civil Registrars,
and clients
• Letter request containing the information
of the entries to be corrected in the
annotated document done by PSA
PERSON
FEES TO PROCESSIN
CLIENT STEPS AGENCY ACTIONS RESPONSIBL
BE PAID G TIME
E
1. CRS Serbilis Outlet 1.1. Receipt and None Day 1 On-d-dot
receive the control of Civil 5 minutes Operator
requirements for Registry documents
processing and (for ECF from other
schedule return of Archives/Unit,
the client for through email (from
release of the Outlets and clients),
document letters and walk-ins
requested at the through the Public
Outlet Assistance and
Complaint Desk)
1.2. Encode the None Day 1 Pre-releasing
information for rework 5 minutes Unit
using CICA Data
Entry at the CRMD
through the Pre-
Releasing Unit.

408
1.3. Concerned None 35 minutes ODDS In-
unit/archives print the per batch of charge
application form and 100 Annotation
application Archives (CD,
1.4. Archives/Unit forms (AFs) LI, RA 9048,
manually retrieve the RA 10172 and
documents from the Suppl Unit)
Archives

If annotated
document is
within BDM
Archives,
(within 8
hours)

If annotated
document is
already filed
at the Central
Archives
which is
located within
Metro Manila:
Within 2 days
1.5. On-d-dot None 30 minutes PMU Controller
operator forward the
documents to the
PMU controller for
transmittal and
preparation of an
Error Correction form
(ECF)

1.6. The authorized/ None Day 4 Asst.

designated personnel 1 hour per Supervisor,
evaluate documents batch of 5 PMU, CRMD
for void documents 6th Floor, CRS
Building
1.7. Prepares the None Day 4 Mirasol
Error Correction Form 5 minutes Mislang,
(ECF) based on the Asst.
nature of correction to Supervisor,
be made. PMU
1.8. E-mail the soft None Day 5-6 PMU
copy of the prepared Supervisor
ECF to the CRD 2 minutes
Database
Administrator to Note: waiting
cancel/void the time from
documents in the Database
database and wait for administrator
their response. to act on the
request to
cancel the
annotated
document in
the database
is 1 day or 24
hours)

409
1.9. The ECF is None Day 6 On- d- dot
transmitted to the 30 minutes Operator
Civil Register
Management Division
(CRMD) chief and
ANS of the Civil
Registration Service
for signature.

1.10. Chief of CRMD None Day 6 Fred S.

and ANS approves 30 minutes Sollesta, OIC
the ECF ANS and
(electronically) Marizza B.
Grande, Chief,
CRMD
1.11. The approved None Day 7 PMU Controller
Error Correction 5 minutes
Form (for void) will
be routed to the
concerned unit
archive for
appropriate action

1.12. Annotation Unit None Day 8 Annotation Unit

prepares the ECF 5 minutes
Reactivation Form
and forwards the
same to the CRMD
Chief for the latter to
forward to ANS for
approval. The soft
copy of the ECF
Reactivation form is
electronically
forwarded by
annotation Unit to the
CRMD Chief
1.13. The CRMD chief None Day 9 Office of the
sends the ECF 30 minutes CRMD Chief
Reactivation form to
the ANS for approval
through email. The
printed ECF
Reactivation Form is
likewise transmitted
to the CRMD Chief
for signature. CRMD
Chief will forward this
form to the ANS for
approval/signature.

1.14. ANS approves None Day 9 Office of the

the ECF 30 minutes Assistant
Reactivation form National
and directly transmit Statistician
through email to the
Database
Administrator for
implementation copy
furnished the CRMD
Chief and Supervisor
of the Production

410
 and Maintenance
Unit (PMU)

1.15. The ECF None Day 10 Office of the

Reactivation form Assistant
signed and approved National
by the ANS will be Statistician
forwarded to Unisys
for future reference
.
1.16. Annotated Day 10 Annotator
document is
processed

Refer to Page ___ on

the detailed Annotation
Process

1.17. Transmit the Day 10

corrected document
in SECPA to the
CRS Serbilis Outlet

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: 10 WORKING DAYS

25. Correction of erroneous indices through Production Vital Event

Maintenance (Prod-VE)
Production Vital Event Maintenance (ProdVE) is the process of correcting an erroneous
index in the CRS database. The sources of corrections are from the reports submitted
electronically by the CRS outlets (through F6).

Office or Division: Civil Register Management Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Report from the Outlet regarding correction of PSA Serbilis Outlet
index of particular birth, marriage, or death
PERSON
FEES TO PROCESSIN
CLIENT STEPS AGENCY ACTIONS RESPONSIBL
BE PAID G TIME
E
1. PSA Civil Registry 1.1. Receipt and None 5 minutes Assistant
System Outlets control of documents Supervisor,
submit/report for Index correction Registration
Index correction (ProdVE)maintenanc Officer II
for ProdVE e at Production and PMU, CRMD
maintenance (F6). Maintenance Unit 6th Floor CRS
(PMU) Building
Other sources are
from the Helpdesk, Supervisor
emails from clients Registration
and PSA Field Officer III
Personnel/Official PMU
s
Chief, CRMD
7th Floor CRS
Building
Quezon City

411
1.2. ProdVe approver None 1 hour per ProdVE
review and evaluate batch of 20 Approver
submitted documents PMU, CRMD
documents for index 6th Floor CRS
correction Building

a. Verify information Assistant

of the documents Supervisor,
using the CICA. Registration
Officer III
b. Match the PMU, CRMD
documents from 6th Floor CRS
CICA and Building
evaluate if the
index matches Administrative
with the Assistant
information on VI,Brenlinking
the document. If Group
not proceed to F6 5th Floor CRS
(These are the Building
corrections that
can be done
under F6: names, Supervisor
date of birth, Registration
place of birth, Officer III
and gender) and PMU, CRMD
prepare the 6th Floor CRS
required Building
correction on the
index based on Chief, CRMD
the image. 7th Floor CRS
Building
c. Approve index Quezon City
correction and
submit

d. Validate the
index if correction
has been done
and updated

e. Validate also the

BreN if updated.

f. Notify the
concern Outlets Within 2 days
and other ProdVE
sources that Approver
ProdVE has been 5th Floor, Bren
done and linking group
updated thru
Helpdesk
Assistant
1.3. Index is mis- Supervisor,
matched with the Registration
image loaded in the Officer III
CRS database.
Administrative
3.1 Verify the 1 hour per Assistant VI,
document in the batch of 20 Bren linking
CICA for documents Group
validation, if mis-

412
 matched with the Supervisor
index Registration
Officer III
3.2 Retrieve the PMU
documents at the
central archive Chief, CRMD
for re scanning at 7th Floor CRS
the PMU Building
Quezon City
3.3 Pull out
document from
central archive,
performs data
entry and scan

3.4 Verify the copy of

the documents
scanned and
loaded in the
CRS database
and performs the
index correction

3.5 Submit and

approveProdVE
then validates
the updated
index and BreN.

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: Withinthe day

Note: Except for cases that requires manual retrieval of the original document at the Central
Archives for evaluation purposes (within 3 days)

26. Bren-linking and Unlinking of Double or Multiple Registrations in

the PSA CRS Database

Brenlinking is a process of linking two (2) or more vital event records of a person in the
CRS database. This consequently allows the issuance of the valid record if a person who
has double or multiple registrations or whose record has been annotated or updated.
Unlinking also is possible if there are changes in the records through court decisions or
with valid proof that the BREN-linked records belong to different persons.

Office or Division: Civil Register Management Division

Classification: Simple
Type of Government-to-Citizens (G2C)
Transaction:
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Report from the Outlet (weekly or monthly) PSA CRS Outlet
for Brenlinking/unlinking
Report from the walk-in clients at the Outlets Walk-in Clients
Report for evaluation of Brenlinking or Official PSA Website
unlinking through emails and
communications
Supporting documents for evaluation
(any of the following)
• Baptismal Certificates
• Voter’s affidavit

413
• GSIS/SSS/Insurance Records
• Medical Records
• School/Business Records
• Driver’s License
• Civil Registry Records of
Ascendants/Land Titles/Certificate of
Land Transfers
• Government Issued Valid Identification
Cards
• NBI/Police Clearance
• Others
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. PSA outlets None 5 minutes Assistant
submit list of Supervisor,
double/multiple Registration
registration report Officer III
thru
emails/couriers Administrative
and CRS Help Assistant VI,
Desk System Brenlinking
Group
2. PMU print
submitted list of Supervisor
double/multiple Registration
registrations from Officer III
the different PSA PMU
Outlets via email
Chief, CRMD
7thCRS Building
Quezon City
3. Transmit printed None 15 minutes COSW
copies of the Controller,
double/multiple
registration to the Administrative
Brenlinking Group Assistant VI,
for verification and Brenlinking
evaluation Group

Supervisor
Registration
Officer III
PMU

Chief, CRMD
7th Floor CRS
Building
Quezon City

4. Receipt and None 5 minutes Associates

control of the Brenlinking
printed copies of Group
list of 5th Floor CRS
double/multiple Building
registration
Administrative
Assistant VI,
Brenlinking
Group

414
 5th Floor CRS
Building

Supervisor
Registration
Officer III
PMU, CRMD
6th Floor CRS
Building

Chief, CRMD
7th Floor CRS
Building
Quezon City

5. Verify and None 1 hour per Associates

evaluate records batch of 22 Brenlinking
for possible documents Group
Brenlinking/Unlinki 5th Floor CRS
ng thru CICA Building
query
Administrative
1.1 If found Assistant
records to VI,Brenlinking
have multiple Group
registration, 5th Floor CRS
the first or Building
earlier date of
registration
shall prevail Supervisor
and Brenlink Registration
the multiple Officer III
records PMU, CRMD
6th Floor CRS
1.2 If found Building
records of two
different Chief, CRMD
person based 7th Floor CRS
on CICA query Building
and has Quezon City
presented
proof of
requirements
submitted,
unlinked the
records

1.3 If Brenlinking
group, found
records in the
database that
cannot be
determine for
brenlinking/
unlinking,
Guidelines for
Brenlinking/
Unlinking of
two or more
civil registry
documents

415
 shall be
followed.

2. Documents found None Within 2 days Manual verifier,

blurred/unreadabl Central Archive
e entries in the
database shall be Admin Aide VI
requested for Central Archives
pullout in the
central archives
for validation of the
entries and
proceed steps
action on 4 to 4.3

3. File the listed None 5 minutes Associates

submitted Brenlinking
double/multiple Group
registration and 5th Floor CRS
proof of Building
requirements for
future reference. Administrative
Assistant VI,
Brenlinking
Group
5th Floor CRS
Building

Supervisor
Registration
Officer III
PMU, CRMD
6th Floor CRS
Building

Chief, CRMD
7th Floor CRS
Building
Quezon City
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: Within the day (with copy
issuance requests ‘
posted thru Helpdesk)
3 WORKING DAYS (regular list of
ouble/multreport)

27. Processing of Request for Endorsement (Foreign Documents)

Request for copy issuance of Report of Birth/Marriage/Death certificates yield negative

results of verification in the CRS database and in the archives of the PSA. The client has
already reported the said birth/marriage/death to the Philippine Foreign Post Service
(PFSP).
Office or Division: Civil Register Management Division
Classification: Highly Technical
Type of Transaction: Government-to-Citizens (G2C), Government-to-Government (G2G)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

416
1. PSA Negative Certification of the Report of Birth PSA
(ROB)/Report of Marriage (ROM)/Report of Death
(ROD)
2. Xerox copy of the ROB/ROD/ROM (Optional) Personal copy
3. Dispatch Reference Number (Optional) DFA

FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS TO BE
TIME RESPONSIBLE
PAID
1. Client submit the 1. PACD receive None 10-20 minutes PACD CARE
requirements to request from the per client Officer
Public Assistance client for assistance PSA-CRS Outlet
Complaint Desk in the securing copy
(PACD) issuance of Outlet
ROB/ROD/ROM Supervisor
2. PACD forward the PSA CRS Outlet
requirements to the 2nd Floor, CRS
Document Building,
Processing Unit Quezon City
(DPU) for
processing Chief, CRSD,
3. PACD provide the 3rd Floor CRS
client telephone Building,
number of DPU for Quezon City
follow-up
4. PACD forward the
request to
Document
Processing Unit
(DPU-CRMD)

5. DPU prepare letter None 30 minutes DPU Supervisor

request of CRMD
endorsement to the 3rd Floor, CRS
DFA Consular Building
Office Records
Division for them to
endorse said
document to PSA
6. Route letter request None 10 minutes Division Chief
of endorsement to CRMD
Division Chief for 7th Floor CRS
review and initials. Building

7. Division Chief route None Within 4 hours Division Chief

letter to Assistant CRMD
National Statistician 7th Floor, CRS
(ANS) – Head of Building
Service for
signature Assistant
National
Statistician,
CRS
8th Floor, CRS
Building
8. Route signed letter None Within 4 hours Office of ANS
to Office of ANS Coordinator
Coordinator for 8th Floor, CRS
mailing of letter Building

9. Prepare the request

letter of

417
 endorsement ready
for pick up by DFA
personnel
10. DFA personnel pick
up the letter
(Every week)
11. DFA endorse the None c/o DFA DFA Consular
requested Office Records
document or reply Section
the letter to PSA Pasay City
12. If DFA forwarded None 30 minutes DPU Supervisor
the requested 3rd Floor,
document CRMD-DPU
CRS Building
12.1 2010 and
below reported
document

12.1.1 DPU
controls and
routes the
document in
Birth/Marriag
e/ Death
(B/M/D)
Archives for
assigning of
a registry
number ,
proceed to
step 13

12.2 2011 onwards

reported
document

12.2.1 DPU control

and assign
the registry
number in
the
document
12.2.2 DPU
manually
processed
the
document to
PMU for
scanning,
proceed to
step 14
13. B/M/D Archives None 10 minutes Supervisor
submit the B/M/D Archives,
document to CRMD
Production and 6th Floor CRS
Maintenance Unit Building
(PMU) for
evaluation of
document,
scanning and
uploading in the
CRS database

418
 14. PMU receive the None 4 hours Supervisor
document, scan Production
and upload in the Management
CRS database Unit
CRMD
6th Floor CRS
Building
2. Client proceed to 15. PACD coordinate None Within 30 PACD CARE
PACD for the release the processing of minutes Officer
of the requested the requests in 2nd Floor, CRS
document Security Paper Building
(SECPA) at PSA
CRS Outlet Outlet
Supervisor
PSA CRS
Outlet,
1st Floor, CRS
Building
3. Client receive the 16. PACD release the 5 minutes PACD CARE
document in SECPa requested Officer
document to the 2nd Floor, CRS
client Building

Outlet
Supervisor
PSA CRS
Outlet,
1st Floor, CRS
Building
PROCESSING TIME: 20 working days (feedback on status for those no received actions
yet from DFA and PFSP)

Upon receipt of the endorsed document from DFA, PSA will process for possible scanning and
loading in the CRS database.

The number of processing days will depend on the number of days the Philippine Foreign
Service Post (PFSPs) and DFA complied with the requirements.

28. Processing of Request for Endorsement (Local Documents)

PSA request for endorsement for copies of Birth/Marriage/Death certificates resulting to

Negative verification and/or with blurred or unreadable entries in the CRS database and
in the archives.
Office or Civil Register Management Division
Division:
Classification: Highly Technical
Type of Government-to-Citizens (G2C), Government-to-Government (G2G)
Transaction:
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS
• PSA Negative Certification of Birth/Marriage / Death Certificate
Xerox copy of the Birth/Marriage/ Death Certificate (Optional)
FEES PERSON
PROCESSIN
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
G TIME
PAID E
1. Documents CRMD-DOCUMENT None 30 minutes Supervisor
forwarded from PROCESSING UNIT DPU, CRMD
1. Dpu prepare letter for 3rd Floor, CRS
the Local Civil Building

419
 Registrar to endorse
document to PSA to
be signed by Head of
Service of Service.

2. Route letter to None 4 hours Division Chief

Division Chief for CRMD
evaluation and initial. 7th Floor, CRS
Building
3. Forward the letter to
Assistant National
Statistician (ANS) –
Head of Service for
signature

4. ANS sign the letter None 4 hours Assistant

National
Statistician
8th Floor, CRS
Building
5. Route signed letter to None 5 minutes ANS Staff
coordinator for 8th Floor, CRS
mailing of letter Building
6. Mailing of letter None 5 minutes
request for
endorsement
Upon receipt of the endorsed document, PSA will process for possible scanning and loading in
the CRS database.

The number of processing days will depend on the number of days the Local Civil Registrar
complied the requirements.
7. Local Civil Registrar c/o Local Civil Local Civil
submits Registrar (20 Registrar
reply/document to days)
PSA.

8. Document Receipt None 10 minutes DRCSU Staff

and Completeness DRCSU
Screening Unit rd
3 Floor CRS
(DRCSU) receive Building
the reply/document
endorsed by the
local civil registrar Supervisor
DRCSU
3rd Floor CRS
Building
9. Encode the None 1 hour per DRCSU Staff
document in RCC batch of 80 DRCSU
and transmit the documents 3rd Floor CRS
reply/document in Building
concerned unit
Supervisor
DRCSU
rd
3 Floor CRS
Building

10. Transmit the None 5 minutes DRCSU Staff

endorsed DRCSU
documents to PMU rd
3 Floor CRS
for processing Building

Supervisor

420
 PMU
6thFloor CRS
Building
Total None 20 days 9 Hours and 55
Minutes

29. Processing and Scanning of Specimen Signature of LCRO and

Shari’a Registrars and Authorized Personnel

Office or Division: Civil Register Management Division

Classification: Simple
Type of Transaction: Government-to-Government (G2G)
Who may avail: Local Government Units (LGU)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Updates on the specimen signature report of the Local Civil Registry Office (LCRO)
city/municipal civil registrar and authorized
signatories of the LCRO
Updates on the specimen signature report of the Sharia Courts
Sharia Circuit/District Registrars
PERSON
FEES TO PROCESSIN
CLIENT STEPS AGENCY ACTIONS RESPONSIBL
BE PAID G TIME
E

Verification and 1. Receipt and control None 5 minutes Receipt &

Validation of of updated specimen Control Staff
Specimen Signature. signature from SRU, CRMD
DCRSU 7th Floor CRS
Building

Chief
CRMD
7th Floor CRS
Building
2. Scan updated None 1 hour per Authentication
specimen signatures batch of 30 Officer
of the C/MCRs and reports SRU, CRMD
Shari’a registrars 7th Floor CRS
Building

Chief
CRMD
7th Floor CRS
Building
3. Record the name of None 2 minutes Authentication
the C/MCRs, date of Officer
submission and date SRU, CRMD
of scanning 7th Floor CRS
Building

Chief
CRMD
7th Floor CRS
Building
4. Verify in the CRS None 1 hour per Authentication
database if the batch of 30 Officer
reports SRU, CRMD

421
 specimen signature 7th Floor CRS
report is now loaded Building

Chief
CRMD
7th Floor CRS
Building
5. Sort and file the None 1 hour per Authentication
updated specimen batch of 30 Officer
signature reports reports SRU, CRMD
7th Floor CRS
Building

Chief
CRMD
7th Floor CRS
Building
6. Folio and label the None 1 hour per 10 Authentication
compilation of folios Officer
specimen signatures SRU, CRMD
reports 7th Floor CRS
Building

Chief
CRMD
7th Floor CRS
Building
7. Prepare transmittal None Within 8 Authentication
of folios for Central hours Officer
Archives filing SRU, CRMD
7th Floor CRS
Note: Central Building
Archives
located
outside the Chief
CRS Building CRMD
7th Floor CRS
Building
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: 3 days

30. Processing of Civil Registry Documents Received from Monthly

Submissions from the Local Civil Registry Offices and Sharia Courts
Copies of birth, marriage, death certificates and other registrable documents are
submitted monthly by the Local Civil Registry Offices (LCROs) within the 10 th day of
reference month to the Provincial Statistics Offices (PSOs). The PSOs processed the
consolidated report of the LCROs within 6 weeks prior to submission to the Civil Register
Management Division (CRMD) of the PSA.
Office or Division: Civil Register Management Division
Classification: Highly Technical
Type of Transaction: Government-to-Citizens (G2C), Government to Government (G2G)
Who may avail: All clients of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS
Submission of PSOs by month, by type of documents:

1. Birth, marriage, death (regular)

422
 2. Shari’a documents (marriage, Conversion to Islam, and Certificate of Divorce of Muslim
Filipinos
3. Court decrees, legal instruments, RA 9048, RA 10172, and supplemental reports
4. Electronic Endorsement documents (Birth, death, marriage processed at the CRS
Outlets)
5. Specimen Signature submission of Local Civil Registrars and Sharia Courts

FEES PERSON
PROCESSIN
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
G TIME
PAID E
DOCUMENT PROCESSING UNIT
1. Receipt and control None 1 hour per Receipt and
of civil registry batch of 1,800 Control Staff
documents from documents (Associate)
designated PSA DPU, 3rd Floor
liaison officers and CRS Building
through couriers
Supervisor
2. Sorting of DPU, 3rd Floor
documents by type CRS Building

3. Machine Control None 1 hour per Receipt and

batches/number of batch of 1,800 Control Staff
documents received documents (Associate) and
Contract of
Service Worker
(COSW)
DPU, 3rd Floor
CRS Building

Supervisor
DPU, 3rd Floor
CRS Building

A. Processing of Birth, Marriage, Death Regular Documents

Note: Expected Output - Documents are in folio, ready for scanning)
1. Distribution of civil None 15 minutes R & C Staff
registry documents (Associate)
for document DPU, 3rd Floor
grooming CRS Building

Supervisor
DPU, 3rd Floor
CRS Building

2. Document grooming None 1 hour per Regular

and quality control batch of 400 Personnel,
documents Associates and
COSWs
DPU
3rd Floor, CRS
Building

Supervisor
DPU, 3rd Floor
CRS Building

3. Manual certification None 1 hour per Regular

pass batch of 400 Personnel,
documents Associates and
COSWs
DPU

423
 3rd Floor, CRS
Building

Supervisor
DPU, 3rd Floor
CRS Building

4. Submission of the None 10 minutes Associates

processed DPU
documents to 3rd Floor, CRS
Machine Controller Building
after grooming and
quality control Supervisor
DPU, 3rd Floor
5. Forward batch of CRS Building
documents for
folioing and labeling

6. Folioing and labelling None 1 hour per 10 Regular and

of batched civil folios Associates
registry documents DPU
3rd Floor, CRS
Building

Supervisor
DPU, 3rd Floor
CRS Building

7. Control and record 1 hour per 15 COSW

folio number and folios DPU
batches by type of 3rd Floor, CRS
documents, by Building
province and
city/municipality, and Supervisor
date of receipt DPU, 3rd Floor
CRS Building
8. Controller transmit None 30 minutes Associates and
folios to Vital COSW
Statistics Division DPU
(VSD) for data 3rd Floor, CRS
cleaning Building

Supervisor
DPU, 3rd Floor
CRS Building

9. VSD receive the None 15 minutes Receipt and

transmitted folios Control staff
VSD
8th Floor, CRS
Building

Chief
VSD
8th Floor, CRS
Building

Note: VSD conducts data cleaning and completeness check prior to transmittal of the
folios of documents to the Data Capture Center (DCC) for scanning and loading of the
documents in the CRS database.

424
Separate flow is provided for data conversion (DCC processes)
B. Processing of CDLI Annotated Documents

Note: Expected Output - Received documents are sorted by type and encoded in the
Receipt and Control System (RCC)

Separate flow for the annotation processingand loading in the CRS database of monthly
CDLI documents
Receipt and control of None 1 hour per COSW
annotated documents is batch of 180 DPU
found in Steps 1-3, page documents 3rd Floor, CRS
__ Building
1. Sort documents by
type of Annotation (i.e. Supervisor
supplemental report, DPU, 3rd Floor
RA 9048, legitimation, CRS Building
RA 9255)

2. Distribute documents
to encoders

3. Encode documents in None 1 hour per Associates,

RCC batch of 75 COSWs
documents DPU
4. Print generated RCC 3rd Floor, CRS
transmittal Building

5. Control and transmit Supervisor

documents to DPU, 3rd Floor
Concerned CRS Building
archives/unit

C. Processing of Shari’a Documents

Note: Expected Output - Received documents encoded in the DVSS 2011, in folio and
ready for scanning
Receipt and control of None 5 minutes COSWs
Sharia documents is DPU
found in Steps 1-3, 3rd Floor, CRS
page __ Building

1. Check transmittal Supervisor

vs. documents DPU, 3rd Floor
attached CRS Building

2. Document grooming None 1 hour per COSWs

and quality control batch of 400 DPU
documents 3rd Floor, CRS
Building

Supervisor
DPU, 3rd Floor
CRS Building

3. Manual certification None 1 hour per COSWs

pass batch of 400 DPU
documents 3rd Floor, CRS
Building

Supervisor
DPU, 3rd Floor
CRS Building

425
 4. Submission of the None 10 minutes COSW
processed DPU
documents to 3rd Floor, CRS
Machine Controller Building
after grooming and
quality control Supervisor
DPU, 3rd Floor
5. Forward batch of CRS Building
documents for
folioing and labeling

6. Folioing and None 1 hour per 10 Regular and

labelling of batched folios Associates
civil registry DPU
documents 3rd Floor, CRS
Building

Supervisor
DPU, 3rd Floor
CRS Building

7. Data entry using 1 hour per COSW

DVSS2011 batch of 150 DPU
documents 3rd Floor, CRS
Building

Supervisor
DPU, 3rd Floor
CRS Building

8. Prepare transmittal None 30 minutes COSW

of documents for DPU
scanning 3rd Floor, CRS
Building
9. Forward to Data
Capture Center for Supervisor
scanning DPU, 3rd Floor
CRS Building
D. Processing of Electronic Endorsement Documents

Note: Expected Output - Received documents are filed in folios ready for manual
retrieval, in case there is a problem
Receipt and control of None 1 hour per COSW
Electronic batch of 200 DPU
Endorsement documents 3rd Floor, CRS
documents is found in Building
Steps 1-3, page __
Supervisor
1. Sorting and DPU, 3rd Floor
document grooming CRS Building

2. Encoding/Control of None 1 hour per COSW

received documents batch of 75 DPU
(thru Excel files) documents 3rd Floor, CRS
Building
3. Print transmittal to
Concerned Unit Supervisor
DPU, 3rd Floor
CRS Building
4. Forward the None 30 minutes
documents to Birth,

426
 Death, Marriage
Archives for folioing

E. Processing of Application for Marriage License (AML)

Note: Expected Output - Received documents are filed in folios ready for manual
retrieval
Receipt and control of None 1 hour per COSW
AML is found in Steps 1- batch of 200 DPU
3, page __ documents 3rd Floor, CRS
Building
1. Document grooming
Supervisor
DPU, 3rd Floor
CRS Building

2. Folioing and labelling None 1 hour per 10 COSW

folios DPU
3rd Floor, CRS
Building

Supervisor
DPU, 3rd Floor
CRS Building

3. Encoding of None 1 hour per 20 COSW

transmittal for folios DPU
archiving (thru Excel 3rd Floor, CRS
files) Building

4. Print transmittal of Supervisor

documents to be DPU, 3rd Floor
transferred to Central CRS Building
Archives

5. Forward the None Within 8 COSW

documents to the hours DPU
Central Archives 3rd Floor, CRS
Building

Supervisor
DPU, 3rd Floor
CRS Building

Note: Hauling of documents in folios is done weekly

31. Resolution of Problem Documents (from the Monthly Report)

Documents pulled out by quality controller from folio due to

• No signature of LCR
• Same registry number with other documents registered
• Out of range of registry number
• Different person encoded in DVSS datafiles
• No registry number
Documents under the above conditions are pull out from the batch/folio and to be
coordinated with the concerned Local Civil Registrar for validation.
Office or Division: Civil Register Management Division

427
Classification: Highly Technical
Type of Government-to-Citizens (G2C), Government to Government (G2G)
Transaction:
Who may avail: PSO, LCR
FEES PERSON
PROCESSIN
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
G TIME
PAID E
DOCUMENT PROCESSING UNIT
1. Encode details of the None 1 hour per Document
document in Excel batch of 80 Controller
files (control) documents (COSW)
DPU, CRMD
3rd Floor, CRS
Building

Supervisor
DPU, CRMD
3rd Floor, CRS
Building

2. Coordinate with None 1 hour per COSW

Provincial Statistical batch of 35 e- DPU, CRMD
Officer and Local Civil mails to 3rd Floor, CRS
Registrar thru e-mail PSO/LCRO Building

Supervisor
DPU, CRMD
3rd Floor, CRS
Building

Upon receipt of the compliance to the feedback/status of the documents, the DPU will process
for possible scanning and loading in the CRS database.

The number of processing days from the time DPU informed the PSO/LCRO through email and
the availability of the document for copy issuance in the Outlets will depend on the number of
days the Local Civil Registrar complied the requirements.
3. Retrieve the None 1 hour per Document
original batch of 20 Controller
documents documents (COSW)
submitted and DPU, CRMD
match with the 3rd Floor, CRS
compliance Building

Supervisor
DPU, CRMD
3rd Floor, CRS
Building

4. Evaluate None 1 hour per Document

documents batch of 20 Controller
submitted by documents (COSW)
PSO/LCR DPU, CRMD
3rd Floor, CRS
Building

Supervisor
DPU, CRMD
3rd Floor, CRS
Building

428
 5. Route to PMU None 30 minutes Document
for final Controller
evaluation, (COSW)
scanning and DPU, CRMD
loading in the 3rd Floor, CRS
CRS database Building

Supervisor
DPU, CRMD
3rd Floor, CRS
Building

Total None
With-in 7 days
from receipt
of documents
Note: Scanning and loading in the database is discussed in the Process Flow of
Electronic Endorsements

32. Document Manual Verification Process

Manual verification of unconverted documents using the CRS system (CRQS, DVSS,
RCC, & CICA)

Office or Division: Civil Registration Services Division

Classification: Complex
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
E-copy of AF printed in ODDS
FEES PERSON
PROCESSIN
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
G TIME
PAID E
1. Printing of None 30 minutes Registration
Requested per batch of Officer I and
Application Forms 100 Associates
(e-copy in ODDS) Application
Forms

2. Sorting of None 1 hour per Registration

Application Forms batch of 100 Officer I and
by type and date of Application Associates
release Forms

3. Query of Application None 1 hour per Registration

Forms requests batch of 80 Officer I,
using CICA AFs COSW and
Associates
3.1 if positive
database AF will
be routed to
Special Request
Unit

3.2 if negative in
database AF will
be subject for
verification
using the other
CRS system

429
4. Verification of AF None 1hour per Registration
using the CRS batch of 35 Officer I,
query system AFs COSW and
Associates
4.1 CRQS- with
those date event
from 1973-2003

4.2 DVSS- 2004-

2012

4.3 2k system-
2007- 2013

4.4 2k11-2013 to
current year)

4.5 RCC- early

endorsement of
documents
through courier

5. Routing of None 15 minutes Registration

Application Forms in per batch of Officer I and
Main Archives 100 AFs Associates
subject for manual
verification of
documents/
microfilm rolls those
documents from
2018 and below
provided with
correct index

6. Manual verification None Verification Administrative

of documents in will take 1-2 Assistant II
NCR I & II those days
request not yet
submitted in the
Central Office

7. Manual verification None 1 hour per Administrative

of current batch of 50 Assistant II,
documents (2020- verified COSW and
2019) at Data documents Associates
Processing Unit and
Birth, Marriage
Archives those
request already
submitted but not
yet scanned and
loaded in the
Database with
proper batch and
folio number
8. Routing of None 1 hour per Registration
Application Forms in batch of 100 Officer I and
Production and AF’s with Associates
Maintenance unit for transmittal
scanning of those
documents that
verified manually at

430
 the NCR I & II, and
BMD archives with
prepared
transmittal.

9. Prepare feedback None 1 hour per Registration

form with those batch of 20 Officer I and
requests with found AFs Associates
problems (Xerox
copy on file, same
registry number and
missing on file)

10. Routing of AF to Pre None 20 minutes Registration

–releasing Unit per batch of Officer I and
those requests that 100 AFs Associate
found negative and
with Feedback.

11. Sending of None 1 hour per Registration

Feedback requests batch of 15 Officer I and
through email transactions Associate
Total None With-in 2 days from receipt of
the application

33. Transfer of Folios of Documents to Data Capture Center and

Permanent Archiving of CRDs at the Central Archives

All folios of documents are forwarded in the Archives for temporary staging and the same
are prepared for scanning in Data Capture Center and later on in the Central Archives
(located outside CRS Building, within Metro Manila) once documents are scanned and
loaded in the CRS Database.

Office or Division: Civil Register Management Division

Classification: Complex
Type of Transaction: Government-to-Government (G2G)
Who may avail: Local Government Units (LGU)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Batch of folios with transmittal to be CRMD Supervisors
forwarded to Central Archives
2. Gate pass duly signed by the CRMD
chief or supervisor of the Archives
3. Authority to Render Business Pass
(Office Business Pass)
PERSON
FEES TO PROCESSIN
CLIENT STEPS AGENCY ACTIONS RESPONSIBL
BE PAID G TIME
E
1. Forward the 1. Receipt and none COSW and
necessary to Control of folios Associates
documents from the Vital
Division B/M/D Archives
5 minutes per Supervisor
1.1 Countercheck transmittal Registration
number of folios Officer III
vs. transmittal 20 minutes
per batch of B/M/D Archives
1.2 Arranged folios 50 folios
in the racks with CRMD Chief

431
 respective
labels (for DCC)

2. Prepare folios of none 20 minutes COSW and

documents for per batch of Associates
transfer in Data 50 folios
Capture Center

3. Receive scanned
folios of
documents from
DCC 5 minutes per
none
transmittal
3.1 Countercheck
of folios and
transmittal COSW and
Associates
3.2 Arranged folios
in the racks with 20 minutes
none
respective per batch of
labels (for 50 folios
Central
Archives)

4. Hauling and tying

of folios of
documents for
transfer to Central
Archives

4.1 Tying of folios

for. Monthly
12hrs (2x a
report and none COSW and
wk)
Legal Associates
for 400
instrument
folders per
batch of
4.2 Hauling and
folders hauled
transmission
of documents
to the Main
Archives

With-in 7 days upon receipt

Total of the folders for processing
or archiving

432
 34. Document Preparation of Processed Endorsed Documents,
Piecemeal and Pull-out Documents

Office or Division: Civil Register Management Division

Classification: Complex
Type of Transaction: Government-to-Government (G2G)
Who may avail: Local Government Units (LGU)
CHECKLIST OF REQUIREMENTS
Delivered boxes of EE documents by PSA CRS Outlets to CRMD
FEES PERSON
PROCESSIN
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
G TIME
PAID E
1. Forward the 1. Receive and check None 1 hour per COSW and
necessary to transmittal from batch of 1000 Associates
documents DPU and PMU documents
(loose documents,
electronic
endorsement and
piecemeal)

2. Document cleaning- None 1 hour per COSW and

removal of batch of 100 Associates
unnecessary documents
attachments
3. Sorting of None 1 hour per COSW and
documents by type, batch of 50 Associates
province, documents
municipality, year,
month and registry
number
4. Insertion of None 1 hour per COSW and
documents in their batch of 50 Associates
proper folio ( loose docs to be
documents , inserted
piecemeal & EE)
5. Folioing and tying of None 1 hour per COSW and
documents 100 folios tied Associates

6. Hauling and None

12hrs (2x a COSW and
transmission ofwk) Associates
documents to the for 100
Central Archives folders per
batch of
folders hauled
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: 7 DAYS UPON RECEIPT OF THE
DOUCMENTS

35. Data Conversion of Civil Registry Documents from Monthly

Report (Birth, Marriage, Death)

Office or Division: Civil Register Management Division

Classification: Highly Technical
Type of Transaction: Government-to-Citizens (G2C)

433
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Compiled birth, marriage and death PSA PSO
documents received from the monthly
reports of the PSA Provincial Statistical
Offices through courier and through
authorized PSA personnel
FEES PERSON
PROCESSIN
CLIENT STEPS AGENCY ACTIONS TO BE RESPONSIBL
G TIME
PAID E
1. LCRO submit PSO manual and
monthly report of machine processing
consolidated timeline is within 6
records (birth, weeks upon receipt of
marriage, and death the documents from the
documents) on the LCROs.
10th day following
the reference month Steps below show the None 1 hour to 2 • CRMD Chief
of registration process of conversion hours • Unit
after the manual and Supervisor
machine processing of • Assistant
documents in CRMD- Supervisor
Document Processing • Team Leads
Unit and Vital Statistics • Associates
Division document
controller
1. Receipt and control
of documents and
other attachments
from Document
Processing Unit,
Vital Statistics
Division and Birth,
Marriage and Death
Archives.
2. Document None 1 hour per • CRMD Chief
grooming from batch of 40 • Unit
folders, batched documents Supervisor
(one province, one • Assistant
municipality) in Supervisor
preparation for • Team Leads
scanning. • Associates in
charge of
grooming
documents
folders by
batched
3. Document scanning None 1 hour per • CRMD Chief
batch of 145 • Unit
documents Supervisor
• Assistant
Supervisor
• Team Leads
• Associates in
charge for
scanning
groomed
documents

434
4. Matching of images None 1 hour per • CRMD Chief
to their batch of 170 • Unit
corresponding documents Supervisor
indices. • Assistant
Supervisor
• Team Leads
• Associates in
charge of
matching
documents
5. Quality Assurance None 1 hour per • CRMD Chief
(QA) is done to re- batch of 400 • Unit
check mismatched documents Supervisor
images versus • Assistant
indices of all Supervisor
records. • Team Leads
• Associates in
charge for
the QA of the
documents
6. Backup on CD- None 30 minutes to • CRMD Chief
ROM, CD Burning 1 hour • Unit
Images are Supervisor
recorded in the CD. • Assistant
Supervisor
Rapid Batch Entry • Team Leads
(RBE) is a process • Associates in
wherein final charge in the
checking is done to backup on
see if the images CD-ROM
are properly burned
and images match
with corresponding
index data file.

CDs are transmitted

to Data Staging for
loading to CRS
production
database.
7. Loading of None Within 3 days • CRMD Chief
converted already • Unit
documents to CRS positive in the Supervisor
Database. CRS • Assistant
database Supervisor
• Team Leads
• Associates in
charge in the
uploading of
converted
documents

8. Prepare transmittal None 1 hour • CRMD Chief

of the scanned • Unit
documents in Supervisor
folders/batches and • Assistant
forwarded to Birth, Supervisor
Marriage and Death • Team Leads
Archives. Associates in
charge in

435
 transmitting
documents
to BMD
Archives
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: 1.5 months upon receipt of
documents from PSA Provincial Statistics Offices

For received documents in the monthly report but with a request for copy issuance filed by the
client in the PSA CRS Outlets, a designated staff is assigned at Data Capture Center to pull-
out the document for scanning and loading of the requested documents. This falls under
UNCONVERTED PROCESSING.

36. Data conversion of CDLI Annotated Documents

Annotated documents processed through Electronic Annotation System (EAS) are ready for
copy issuance in any PSA CRS Outlets but need to undergo scanning of the supporting
documents in Data Capture Center (DCC).

Office or Civil Register Management Division

Division:
Classification: Highly Technical
Type of Government-to-Citizens (G2C)
Transaction:
Who may avail: All clients of legal age (18 yrs. old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Annotated documents with Top Sheet and PSA Annotation Archives (Court Decree Unit,
complete set of requirements RA 9048/RA 10172 and Supplemental Report
Unit, and Legal Instruments Unit
Transmittal of annotated documents from
Annotation Archives
FEES TO PROCESSING PERSON
CLIENTS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Steps below show the
process of conversion after
the annotation processing
in CRMD-Annotation Unit
and document preparation
from the Annotation
Archives

1. Forward the 1. Receipt and control of None 2 hours • CRMD Chief

documents annotated documents • Unit
and other attachments Supervisor
from CDLI • Assistant
Supervisor
• Team Leads
• Associates
document
controller

2. Document grooming None 1 hour per 250 • CRMD Chief

from folders, batched documents • Unit
(one province, one Supervisor
municipality) in • Assistant
preparation for Supervisor
scanning. • Team Leads

436
 • Associates in
charge of
grooming
documents
folders by
batched
17. Scanning of annotated None 1 hour per 30 • CRMD Chief
documents and its documents • Unit
supporting documents Supervisor
• Assistant
Supervisor
• Team Leads
• Associates in
charge for
scanning
groomed
documents

4. Matching of images are None 1 hour per 60 • CRMD Chief

matched to their documents • Unit
corresponding indices. Supervisor
• Assistant
Supervisor
• Team Leads
• Associates in
charge of
matching
documents
5. Quality Assurance (QA) None 1 hour per 120 • CRMD Chief
is done to re-check documents • Unit
mismatched images Supervisor
versus indices of all • Assistant
records. Supervisor
• Team Leads
• Associates in
charge for the
QA of the
documents
6. Backup on CD-ROM, None 30 mins to 1 • CRMD Chief
CD Burning Images are hour • Unit
recorded in the CD. Supervisor
• Assistant
Rapid Batch Entry Supervisor
(RBE) is a process • Team Leads
wherein final checking is • Associates in
done to see if the images charge in the
are properly burned and backup on CD-
images match with ROM
corresponding index
data file.

CDs are transmitted to

Data Staging for loading
to CRS production
database.

7. Loading of converted None Within 3 days • CRMD Chief

documents in the CRS already positive • Unit
Database. in the CRS Supervisor
database • Assistant
Supervisor

437
 • Team Leads
• Associates in
charge in the
uploading of
converted
documents
8. Prepare transmittal of the None 1 hour • CRMD Chief
scanned documents in • Unit
folders/batches and Supervisor
forward to Birth, Marriage • Assistant
and Death Archives. Supervisor
• Team Leads
Associates in
charge in
transmitting
documents to
BMD Archives
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: 7 days upon receipt of the
documents from the Annotation Archives.

37. Reply to Communications- Simple

Simple Communications/Letters are those letters/communications which do not require

verification or processing like letter of acknowledgement, transmittal letter, etc.
Office or Division: Civil Register Management Division
Classification: Simple
Type of Transaction: Government-to-Government(G2G) and Private-to-Government
(P2G)
Who may avail: Local Government Units, Agencies of the Government, Private
Law Offices, NGOs, etc.
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letters From government and private institutions,
2. Endorsements/Piecemeal or Local Civil Registry Offices, Sharia Courts,
advance submission and general public
3. Request for endorsements from
LCROs, DFA and Sharia Courts
4. E-mail re: inquiries and follow up
FEES
AGENCY PROCESSING PERSON
CLIENT STEPS TO BE
ACTIONS TIME RESPONSIBLE
PAID
Office of the Division
Chief of Civil Register 1. Receipt and 5 minutes per COSW
Management Division control of None letter/
(ODC-CRMD) received communicati communication
communications/letters on/ Letter
2. Division
Chief
evaluates/ None 10 minutes per Division Chief of
designates letter/ the CRMD
the communication
communicati
on/ letter to
the concern
Unit or
Technical
Staff
3. Receipt and
control of None COSW

438
 communicati 5 minutes per
on/ letter by letter/
the communication
concerned
Unit/Technic
al Staff
4. Drafting of None 1 hour per batch Unit
response of 15 Supervisor/Tech
nical Staff
5. Receipt and
control of the None 5 minutes per COSW
response to communication/
the letter
communicati
on/letter
6. Division
Chief None 10 minutes per Division Chief of
evaluates/rev communication/ the CRMD
iews/signs letter
the response
to the
communicati
on/ letter
7. Staff controls
the approved None 5 minutes per COSW
communicati communication/
on/ letter and letter
to be
forwarded to
the signatory
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: within 3 days upon receipt of
the letters/emails/communication.

38. Reply to Communications- Complex

Complex Communications/Letters are those letters/communications which require

verification or processing in order to give correct response. Further included are queries
of civil registrars, and other stakeholders on civil registration with existing rules,
regulations, and policies established.
Office or Division: Civil Register Management Division
Classification: Complex
Type of Transaction: Government-to-Government(G2G) and Private-to-Government
(P2G)
Who may avail: Local Government Units, Agencies of the Government, Private Law
Offices, NGOs, etc.
CHECKLIST OF REQUIREMENTS
1. Letters
2. Endorsements/Piecemeal or advance submission
3. MC 2010-4 and Circular 91-6 cases for evaluation
4. Supplemental Report of more than two omitted entries (evaluation and approval)
5. E-mail re: inquiries and follow up

AGENCY FEES TO PROCESSING PERSON

CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
Office of the Division 1. Receipt and 5 minutes per
Chief of Civil Register control of None letter/ COSW
Management Division communicati communication
on/ letter

439
(ODC-CRMD) received
communications/letters
2. Division
Chief
evaluates/ None 10 minutes per Division Chief of
designates letter/communic the CRMD
the ation
communicati
on/ letter to
the concern
Unit or
Technical
Staff
3. Receipt and
control of None 5 minutes per COSW
communicati letter/communic
ons/letters by ation
the
concerned
Unit/Technic
al Staff
4. Drafting of 1 hour per batch Unit
response None of 8 letters Supervisor/Techni
cal Staff
5. Receipt and 5 minutes per
control of the None communication/ COSW
response to letter
the
communicati
on/letter
6. Division
Chief None 15 minutes per Division Chief of
evaluates/rev communication/ the CRMD
iews/signs letter
the response
to the
communicati
on/letter
7. Staff controls
the approved None 5 minutes per COSW
communicati communication/
on/letter to be letter
forwarded to
the signatory
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: within 7 days upon receipt of the
letters/emails/communication.

39. Reply to Communications- Highly Technical

Highly Technical Communications/Letters are those letters/communications which need

legal advice and for referral to Legal Service.
Office or Division:
Civil Register Management Division
Classification: Highly Technical
Type of Transaction:
Government-to-Government(G2G) and Private-to-Government (P2G)
Who may avail: Local Government Units, Agencies of the Government, Private Law
Offices, NGOs, etc.
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

440
 1. Letters/emails that require legal
opinion on civil registration matters
2. Letters or communication requesting
for drafting of guidelines or
procedures to standardize civil
registration implementation in the
country.

Note: Need to be referred to the Legal

Service prior to signing by ANS or
NSCRG
AGENCY FEES TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
Office of the Division 1. Receipt and 5 minutes per
Chief of Civil Register control of letter/communic COSW
Management Division communication None ation
(ODC-CRMD) /letter
received 2. Division Chief
communications/letter evaluates/desig
s nates the None 10 minutes per Division Chief of
communication letter/communic the CRMD
/letter to the ation
concern Unit or
Technical Staff
3. Receipt and
control of None 5 minutes per COSW
communication letter/communic
/letter ation
4. Drafting of Within 3 days Unit
referral letter to None from the receipt Supervisor/Techni
Legal Service of the cal Staff
communication/
letter
5. Receipt and
control of the
referral None 5 minutes per COSW
letter/communi letter/communic
cation ation

6. Division Chief
evaluates/revie 15 minutes per
ws/signs the None communication/ Division Chief of
referral letter the CRMD
letter/communi
cation
7. Receipt and
control of the 5 minutes per
drafted referral None letter/communic COSW
letter/communi ation
cation
8. Drafting of 7 days from the Attorney from the
Response from receipt of the Legal Service
Legal Service None communication/
(requires legal letter
research)
9. Receipt and
control of the 5 minutes per
reply None letter/communic COSW
letter/communi ation
cation from
Legal Service

441
 10. Division Chief
evaluates/desig
nates the reply 15 minutes per
letter/communi None letter/communic Division Chief of
cation from the ation the CRMD
Legal Service
to the concern
Unit or
Technical Staff
11. Receipt and
control of
communication None 5 minutes per
/letter to the letter/communic COSW
concerned ation
Unit/Technical
Staff
12. Drafting of Within 8 hours Unit
response None Supervisor/Techni
cal Staff

13. Receipt and

control of the None 5 minutes per COSW
response to the communication/
communication letter
/letter
14. Division Chief
evaluates/revie None 30 minutes per Division Chief of
ws/signs the communication/ the CRMD
response letter
to the
communication
/letter
15. Staff controls
the approved None 5 minutes per COSW
communication communication/
/letter to be letter
forwarded to
the signatory
(ANS of the
CRS or
NSCRG as the
case may be)
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE: within 20 days upon receipt of
the letters/emails/communication.

Note: Some cases may be extended if it requires NSCRG policy issuance (Implementing Rules
and Regulations or Administrative Orders) to include a thorough study/research, sometimes
through a creation of a Technical Working Groups.

Civil Registry System Outlet

PSA Definition of Terms per Memorandum Circular No. 2019-15

Dated: June 11, 2019

Affidavit of guardianship is a duly notarized written sworn statement of facts voluntary

made by the person stating that he/she is the duly appointed guardian of a minor child.

Affidavit of Kinship is a duly notarized written sworn statement of facts voluntary made
by the person stating that he/she is the nearest surviving kin of the document owner.

442
Direct descendant is defined as the child of the document owner as per Article 965 of
the Civil Code of the Philippines.

Document owner refers to the individual whose legal identity, facts and acts concerning
his/her civil status from birth to death including all the changes that takes place in his
lifetime are recorded in the CRD or written in the certification.

Duly authorized representative is the individual willfully designated by the document

owner in writing to request for the copy of issuance of his/her CRD/Certification from the
PSA.

Guardian is the legally appointed person to take charge of a minor. However, pursuant
to Article 216 of the Family Code of the Philippines, “In default of the parents of a judicially
appointed guardian, the following person shall exercise substitute parental authority over
the child in the order indicate:

1.) The surviving grandparent

2.) The older brother or sister, over twenty-one years of age, unless unfit or
disqualified;
3.) The child’s actual custodian, over twenty-one years of age, unless or
disqualified.”

Nearest of kin is the closest surviving relative of the document owner.

Special Power of Attorney (SPA) is a written sworn statement of facts voluntary made
that grant the attorney in fact the authority to act in behalf of the principal under certain,
specified task.

Parent is the biological or legal mother of father of the document owner as indicated in
his/her Certificate of Live Birth/ Amended birth certificate of an adopted child.

Spouse is the legal partner of the document owner (can be the husband or the wife)
contracted through a marriage.

Valid ID is any acceptable proof of a person’s identity issued by an official authority.

PSA List of Valid IDs per Memorandum Circular No. 2019-16
Dated: June 11, 2019

1. Philippine Passport issued by the Department of Foreign Affairs (DFA)

2. Driver’s License issued by the Land Transportation Office (LTO)
3. Professional Regulations Commission (PRC) ID
4. Integrated Bar of the Philippines (IBP) ID
5. Government Service Insurance System (GSIS) Unified Multi-Purpose ID/eCard
6. Social Security System (SSS) Unified Multi-Purpose ID
7. Home Development Mutual Fund (Pag-IBIG) Transaction/Loyalty Card
8. Voter’s ID issued by the Commission on Elections (COMELEC)
9. Postal ID issued by Philippine Postal Corporation (PhlPost)
10. Senior Citizen’s ID Card issued by the Office of Senior Citizens Affairs (OSCA)
and/or local government units (LGUs)
11. OFW ID issued by the Department of Labor and Employment (DOLE)
12. Overseas Workers Welfare Administration (OWWA) ID
13. Seaman’s/Seawoman’s Book issued by the Maritime Industry Authority (MARINA)
14. Diplomat/Consular ID issued by the Philippine Embassy
15. National Bureau of Investigation (NBI) Clearance
16. Philippine National Police (PNP) ID/Police Clearance
17. Department of Social Welfare and Development (DSWD) Certification/4Ps ID
18. Barangay ID/Certification with picture and signature
19. Person with Disability (PWD) ID issued by the National Council on Disability Affairs
(NCDA) or its regional counterpart, Office of the Mayor, Office of the Barangay
Captian, DSWD Office and other participating organization with Memorandum of

443
 Agreement with the Department of Health (DOH)
20. IDs issued by National Government Offices (e.g. AFP, DAR, DENR, DOH, DOJ)
including Government Owned and Controlled Corporations (GOCCs)
21. IDs issued by the Offices of the Local Chief Executives (Governor, Vice-Governor,
Mayor and Vice Mayor)
22. Tax Identification Card (TIN) with picture and signature issued by the Bureau of
Internal Revenue
23. School/Student ID for currently-enrolled students, 18 years old and above, issued by
reputable schools/colleges/universities recognized by the Department of Education
(DepEd) or Commission on Higher Education (CHEd) signed by the principal or
head of the academic institution
24. Company IDs issued by private entities or institutions registered with, supervised or
regulated by the Bangko Sentral ng Pilipinas (BSP), Securities and Exchange
Commission (SEC) or Insurance Commission (IC)
25. For foreign nationals, passport issued by foreign governments AND any of the
following:
a) Alien Certification of Registration (ACR I-card);
b) Immigrant Certificate of Registration;
c) Special Resident Retiree Visa issued by the Bureau of Immigration through the
Philippine Retirement Authority.

Civil Registry System Outlet

External

Service 1: Authentication of Birth Certificate (Walk-in clients) at PSA

Civil Registry System Outlet

PSA authenticates recently registered birth document of an individual not yet available in
the Civil Registry System Database (unconverted documents).

PSA Authentication only confirms that the document was issued by a local civil registry
personnel who is authorized to issue the same and whose authority was confirmed by the
Civil Registrar General and that the signature of the same local civil registry personnel
which appears on the document is similar to the specimen signature officially submitted
to and on file with the Office of the Civil Registrar General.

1.1 Authentication of Birth Certificate (Walk-in clients) at PSA Civil

Registry System Outlet (PSA Operated)

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.

444
Certified photocopy of the Birth Certificate City/Municipal Civil Registry Office where the
issued by the Local Civil Registry Office event has taken place and has been
(LCRO) with fresh signature of the issuing registered.
officer, no erasures or any signs of tampering
(1 copy)
Additional Requirements by Type of
Requester
1. Principal(Document Owner)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) System Outlet
accomplishedin PRINTED LETTERS (1
copy)
2. Authorized Representative
Valid Identity Document (ID) of document Document owner
owner complete with CLEAR PHOTO, FULL (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
NAME IN PRINT, SIGNATUREand issued by PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
an official authority (1 original and PNP)
1 photocopy)

Reminder:

▪ For authorization letter/Special Power of

Attorney (SPA) received from abroad, the
document owner should provide
scanned/or photocopy of the passport as
valid ID.
Valid Identity Document (ID) of the Government Agencies, Non-Government
authorized representative with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities.
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and 1 photocopy) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with
the following requirements:

1) written in a clean sheet of paper and

dated;
2) indicate the type of document, the
number of copies and the specific
details of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the document
owner that matches his/herID.
Completely filled-out Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
3. Immediate Family Member of the
Document Owner: Spouse
(Husband/Wife), Direct Descendant
(Son/Daughter) and Biological or Legal
Parent (Father/Mother)

445
Valid Identity Document (ID) of requesting Government Agencies, Non-Government
immediate family member of the document Organizations, Private entities,
owner complete with CLEAR PHOTO, FULL Schools/Colleges/Universities
NAME IN PRINT, SIGNATURE and issued (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
by an official authority (1 original and PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
1 photocopy) PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1copy)
4. Special Cases Clients
4.1 Guardian of document owner who is a
minor or below 18 years of age.
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the following:

1) Barangay Certification that the minor is in

the custody of the Office of the Barangay where the Guardian
requestingparty/guardian (1 original) currently resides

2) School ID/Report Card of the minor that

indicates the name of the requester as Educational institution recognized by the
Guardian Department of Education.
Valid Identity Document (ID) of the Guardian Government Agencies, Non-Government
complete with CLEAR PHOTO, FULL NAME Organizations, Private entities,
IN PRINT, SIGNATURE and issued by an Schools/Colleges/Universities
official authority (1 original and 1 photocopy)(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
4.2 Nearest of kin of a deceasedperson
(Brothers/Sisters/Grandparent)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original)
Valid Identity Document (ID) of the nearest of Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and 1 photocopy) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
5. Priority Clients
5.1 Senior Citizen requesting for the
authentication of his/her own birth
document, spouse, parents and
son/daughter
Senior Citizen’s Identity Document (ID) Card Office of the Senior Citizens Affairs (OSCA)
or any valid ID indicating his/her age and/or local government units (LGUs), or
complete with CLEAR PHOTO, FULL NAME PhilID
IN PRINT, SIGNATURE and issued by an
official authority (1 original)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)

446
5.2 Physically Challenged Client/PWD
requesting for the authentication of
his/her own birth document, spouse,
parents & son/daughter
PWD ID Card complete with CLEAR National Council on Disability Affairs (NCDA)
PHOTO, FULL NAME IN PRINT, Office of the Mayor, Office of the Barangay,
SIGNATURE and issued by an official Department of Social Welfare and
authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health, or PhilID
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
5.3 Pregnant Woman requesting for the
authentication of her own document,
spouse, parents and son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued Schools/Colleges/Universities
by an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
5.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of her own document,
spouse, parents and son/daughter
Employment ID of the Health and Emergency Public or private health and emergency
Frontline Service Provider complete with service providing institutions or organizations
CLEAR PHOTO, FULL NAME IN PRINT, (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
SIGNATURE and issued by an official and Provincial, City, and Rural Health Units,
authority(1 original) and Drug Abuse Treatment and Rehabilitation
Centers, Philippine Red Cross, World Health
Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
AGENCY FEES TO PROCESSI PERSON
CLIENT STEPS
ACTIONS BE PAID NG TIME RESPONSIBLE
1. Get Queue Ticket 1.1Ensure that QTN None 1 minute Information
Number (QTN) is ready for Marshal/Security
distribution Guard

Outlet Supervisor
PSA Civil
Registry System
Outlet
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form- Birth Certificate necessary AF-Birth Marshal,
(White Form) from the Certificateis made PSA Civil
AF dispenser and fill- available at the AF Registry System
out the required dispenser. Outlet
information in Team Leader,
PRINTED LETTERS. PSA Civil
Registry System
Outlet

Outlet Supervisor

447
 PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief CRSD
3. Proceed to the 3.1 Screen the None 10 minutes Screener
screening area. certified photocopy PSA Civil
of the Birth Registry System
3.1 Present the AF and Certificate issued Outlet
the required by the LCRO, the
Team Leader,
documents to the completeness of the PSA Civil
screener for entries in the AF Registry System
completeness check. and other Outlet
requirements.
Outlet Supervisor,
3.2 Return the PSA Civil
certified photocopy Registry System
of the Birth Outlet
Certificate issued or
by the LCRO, the Outlet Manager/
AF, the ID(s) and/or Chief CRSD
authorization
letter/SPA to the
requester as it will
be presented to the
Collecting Officer
prior to the payment
of corresponding
fees.
4. Proceed to the 4.1 Check the AF Total 10 minutes Collecting Officer,
payment window. and the FeePhp PSA Civil
requirements. 155.00 per Registry System
4.1. Submit the AF and copy Outlet
the required 4.2 Encode the
Team Leader,
documents to the details of the Breakdown PSA Civil
Payment Window. requests. : Registry System
Outlet
4.2 Pay the 4.3 Accept the Processing
corresponding fee for corresponding Fee: Outlet Supervisor,
the request. payment and -Php PSA Civil
generate an Official 125.00 Registry System
Reminder: Receipt (OR). Outlet
Document
▪ Check the details 4.4 Indicate therein ary Stamp or
Outlet Manager/
in the issued the date and Tax
Chief CRSD
Official Receipt estimated time of -Php 30.00
(OR). release.

▪ Make sure to count 4.5 Give the OR to

the change before the requester and
leaving the return the
counter. presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

448
 For Priority
Clients:

4.6 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct
to remain for the
release of the
requested
document on
Priority Lane
Releasing Windows

4.7 Forward the AF

and certified
photocopy of Birth
Certificate to the
Request Service
Officer (RSO) for
verification from the
Civil
RegistrySystem
(CRS) Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis PSA Civil
of details that has Registry System
been written by the Outlet
requester in the AF
– Birth Certificate.

As per business
rule, RSO must
conduct atleast five
(5) unique queries
from the CICA
System pursuant to
the issued PSA
Office
Memorandum No.
2021-139 dated
01 June 2021.

1.1.1 In the event

that the document
being requested for
authentication is
already available in
the CRS Database,
the application is
treated as copy
issuance.

1.1.2 RSO to print

the result of
verification in CRS
Security Paper
(SECPA).

1.1.3 Control the

printed document in

449
 SECPA using the
QMS Releasing Barcode
Manager Controller,
application. PSA Civil
Registry System
Outlet
1.1.4 Match and
sort the printed
document with
thecorresponding Sorter/Matcher,
AF. PSA Civil
Registry System
1.2 In case the Outlet
document is not yet
enrolled in the CRS Team Leader,
Database, RSO PSA Civil
Registry System
verify the specimen
Outlet
signature of the
C/MCR (issuing Outlet Supervisor,
officer) from the PSA Civil
CICA System. Registry System
Outlet
1.2.1 If the
signature matches, or
stamp the Outlet Manager/
document for the Chief CRSD
approval/
signature of the
Authentication
Officer/Outlet
Supervisor.

1.3 If the signature

of the issuing officer
from the LCRO fails
the validation
process, a
Rejection Slip is to
be issued.

1.4 Forward the

document/result of
verification for
release to the
Releasing Area.
5. Proceed to the 5.1 Announce in None 20 minutes Releaser,
Releasing Area and batch the names of PSA Civil
wait for the document the document Registry System
owner’s name to be owner/authorized Outlet
called. representative and
Team Leader,
the type of PSA Civil
document that are Registry System
ready for release. Outlet

5.2 For those Outlet Supervisor,

authentication PSA Civil
requests that failed Registry System
the validation Outlet
process, return the
Birth Certificate or
submitted for Outlet Manager/
Chief CRSD
authentication
together with the

450
 Rejection Slip to the
claimant.

5.2.1 Advice the

Client to get another
certified photocopy
of the Birth
Certificate from the
LCRO.
6. Proceed to the 6.1Check the OR as None 10 minutes Releaser,
Releasing to the scheduled PSA Civil
Windowwhere the date and time of Registry System
client’s name was release. Outlet
called.
Team Leader,
6.2 Require the PSA Civil
6.1 Present claimant to Registry System
theORIGINAL OR and present/submit the Outlet
other requirements. requirements and
check for Outlet Supervisor,
correctness and PSA Civil
completeness Registry System
before releasing the Outlet
request.
or
Outlet Manager/
Chief CRSD
7. Check the 7.1Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil
“Received by” Registry System
7.1 Sign the portion and indicate Outlet
“Received by” the date of receipt
Team Leader,
portion at the back of at the back of the PSA Civil
the AF and indicate the AF. Registry System
date of receipt. Outlet
7.2 Ensure to write
in PRINT the name Outlet Supervisor,
of the claimant, the PSA Civil
type of ID Registry System
presented, ID Outlet
number and date
and time of release. or
Outlet Manager/
Chief CRSD
7.3 Stamp the OR
as “RELEASED”
and indicate the
date of release.

7.4 Affix the initials

of the Releasing
Officer in the OR.

7.5 Release the

document to the
claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 1.1: AUTHENTICATION OF
BIRTH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM OUTLET
(PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS
EXCLUSIVE OF QUEUEING TIME.

451
1.2 Authentication of Birth Certificate (Walk-in clients) at PSA Civil
Registry System Outlet (LGU Hosted)
Office or Division: Civil Registration Services Division (CRSD)
Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force
for Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
Certified photocopy of the Birth Certificate City/Municipal Civil Registry Office where the
issued by the Local Civil Registry Office event has taken place and has been
(LCRO) with fresh signature of the issuing registered.
officer, no erasures or any signs of
tampering (1 copy)
1. Principal (Document Owner)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
2. Authorized Representative
Valid Identity Document (ID) of the Document owner
document owner complete with CLEAR (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
PHOTO, FULL NAME IN PRINT, SSS, Philpost, Pag-IBIG, COMELEC, NBI,
SIGNATURE and issued by an official AFP,PNP)
authority (1 original and 1 photocopy)

Reminder:

▪ For authorization letter/Special Power of

Attorney (SPA) received from abroad,
document owner should provide a
scanned/photocopy of passport as valid
ID.
Valid Identity Document (ID) of the Government Agencies, Non-Government
authorized representative complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with
the following requirements:

1) written in a clean sheet of paper and

dated;

452
2) indicate the type of document, the
number of copies and the specific details
of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the document
owner that matches his/her valid ID.
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
3. Immediate Family Member of the
Document Owner: Spouse
(Husband/Wife), Direct Descendant
(Son/Daughter), and Biological or Legal
Parent (Father/Mother)
Valid Identity Document (ID) of the Government Agencies, Non-Government
requesting immediate family member of the Organizations, Private entities,
document owner complete with CLEAR Schools/Colleges/Universities
PHOTO, FULL NAME IN PRINT, (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SIGNATURE and issued by an official SSS, Philpost, Pag-IBIG, COMELEC, NBI,
authority (1 original and 1 photocopy) AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
4. Special Cases Clients
4.1 Guardian of a document owner who is
a minor or below 18 years of age.
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the
following:

1) Barangay Certification that the minor is Office of the Barangay where the Guardian
in the custody of the requesting party/ currently resides
guardian (1 original)
2) School ID/Report Card of the minor that Educational institution recognized by the
indicates the name of the requester as Department of Education.
Guardian (1 original and 1 photocopy)
Valid Identity Document (ID) of the Guardian Government Agencies, Non-Government
complete with CLEAR PHOTO, FULL NAME Organizations, Private entities,
IN PRINT, SIGNATURE and issued by an Schools/Colleges/Universities
official authority (1 original and 1 photocopy)
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
4.2 Nearest of kin of a deceased person
(Brother/Sister/Grandparent)

453
Duly notarized Affidavit of Kinship Lawyer/ Notary Public
(1 original)
Valid Identity Document (ID) of the nearest Government Agencies, Non-Government
of kin requesting the document complete Organizations, Private entities,
with CLEAR PHOTO, FULL NAME IN Schools/Colleges/Universities
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
official authority (1 original and 1photocopy)
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal‘s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5. Priority Clients
5.1 Senior Citizen requesting for the
authentication of his/her own birth
document, spouse, parents and
son/daughter
Senior Citizen’s Identity document (ID) Card Office of the Senior Citizens Affairs (OSCA)
or any valid ID indicating his/her age and/or local government units (LGUs)
complete with CLEAR PHOTO, FULL NAME
IN PRINT, SIGNATURE and issued by an
official authority (1 original)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.2 Physically Challenged Client/PWD
requesting for the authentication of
his/her own birth document, spouse,
parents and son/daughter
PWD ID Card complete with CLEAR National Council on Disability Affairs (NCDA)
PHOTO, FULL NAME IN PRINT, Office of the Mayor, Office of the Barangay,
SIGNATURE and issued by an official Department of Social Welfare and
authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health.
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.3 Pregnant Woman requesting for the
authentication of her own birth
document, spouse, parents and
son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, Organizations, Private entities,
FULL NAME IN PRINT, SIGNATURE and Schools/Colleges/Universities
issued by an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)

454
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of her own document,
spouse, parents and son/daughter
Employment ID of the Health and Public or private health and emergency
Emergency Frontline Service Provider service providing institutions or organizations
complete with CLEAR PHOTO, FULL NAME (i.e. DOH, DOH Hospitals, Hospitals of
IN PRINT, SIGNATURE and issued by an LGUs, and Provincial,City, and Rural Health
official authority(1 original) Units, and Drug Abuse Treatment and
Rehabilitation Centers, Philippine Red Cross,
World Health Organization, Health
Maintenance Organizations, Philippine
Health Insurance Corporation, NDRRMC)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that the None 1 minute Information
Number (QTN) from necessary QTN is Marshal,
the Information made available for PSA Civil Registry
Marshal’s Desk after the clients. System Outlet
the payment of Local
Team Leader,
Government Unit’s PSA Civil Registry
(LGU’s) Add-on Fee System Outlet
as per City
Ordinance. Outlet Supervisor,
PSA Civil Registry
System Outlet

or
Outlet Manager,
Chief CRSD
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form-Birth necessary AF-Birth Marshal,
Certificate (White Certificate is made PSA Civil Registry
Form) from available at the System Outlet
Information Information
Team Leader,
Marshal’s desk and Marshal’s desk. PSA Civil Registry
fill-out the required System Outlet
information in
PRINTED Outlet Supervisor,
LETTERS. PSA Civil Registry
System Outlet

or
Outlet Manager,
Chief CRSD
3. Proceed to the 3.1 Screen the None 10 minutes Screener,
screening area. certified photocopy PSA Civil
of the Birth Registry System
3.1 Present the AF Certificate issued by Outlet
and the required the LCRO, the
documents to the completeness of the Team Leader,
screener for entries in the AF and
completeness check. other requirements.

455
 PSA Civil
3.2 Return the Registry System
certified photocopy Outlet
of the Birth
Certificate issued by Outlet Supervisor,
PSA Civil
the LCRO, the AF Registry System
and the ID(s) and/or Outlet
authorization
letter/SPA to the or
requester as it will be Outlet Manager,
presented to the Chief CRSD
Collecting Officer
prior to the payment
of corresponding
fees.
4. Proceed to the 4.1 Check the AF Total Fee 10 minutes Collecting Officer,
payment window. and the Php 155.00 PSA Civil
requirements. per copy Registry System
4.1 Submit the AF Outlet
and the required 4.2 Encode the Breakdown:
documents to the details of the Team Leader,
Payment Window. requests. Processing PSA Civil
Fee: Registry System
4.2 Pay the 4.3 Accept the Outlet
corresponding fee for corresponding - Php 125.00
the request. payment and Outlet Supervisor
generate an Official Documentar PSA Civil
Receipt (OR). y Stamp Tax Registry System
Reminder: Outlet
4.4 Indicate therein - Php 30.00
▪ Check the details the date and or
Outlet Manager,
in the issued estimated time of Chief CRSD
Official Receipt release.
(OR).
4.5 Give the OR to
▪ Make sure to the requester and
count the change return the presented
before leaving the requirements as it
counter. will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

4.6 Forward the AF

together with the
certified photocopy
of Birth Certificate
submitted for
authentication to the
Request Service
Officer (RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis PSA Civil
of details that has Registry System
been written by the Outlet

456
requester in the AF-
Birth Certificate.

As per business rule,

RSO must conduct
atleast five (5)
unique queries from
the CICA System
pursuant to the
issued PSA Office
Memorandum No.
2021-139 dated
01 June 2021.

1.1.1 In the event

that the document
being requested for
authentication is
already available in
the CRS database,
the application is
treated as copy
issuance.

1.1.2 RSO to print

the result of
verification in CRS
Barcode
Security Paper Controller,
(SECPA). PSA Civil
Registry System
1.1.3 Control the Outlet
printed document in
SECPA using the Sorter/Matcher,
QMS Releasing PSA Civil
Manager Registry System
application. Outlet

1.1.4 Match and sort Team Leader,

PSA Civil
the printed Registry System
document with the Outlet
corresponding AF.
1.2 In case, the Outlet Supervisor,
document is not yet PSA Civil
enrolled in the CRS Registry System
Database, RSO to Outlet
verify the specimen
signature of the or
C/MCR (issuing Outlet Manager,
Chief CRSD
officer) from the
CICA System.
1.2.1 If the signature
matches, stamp the
document for the
approval/
signature of the
Authentication
Officer/Outlet
Supervisor.
1.3 If the signature of
the issuing officer
from the LCRO fails
the validation

457
 process, a Rejection
Slip is to be issued.
1.4 Forward the
document/
result of verification
for release to the
Releasing Area.
5. Proceed to the 5.1 Announce in None 20 minutes Releasing Officer,
Releasing Area and batch the names of PSA Civil
wait for the document document owners Registry System
owner’s name to be and the type of Outlet
called. requests that are
Team Leader,
ready for release. PSA Civil
Registry System
5.2 For those Outlet
authentication
requests that failed Outlet Supervisor,
the validation PSA Civil
process, return the Registry System
Birth Certificate Outlet
submitted for
authentication or
together with the Outlet Manager,
Chief CRSD
Rejection Slip to the
claimant.

5.2.1 Advice the

client to get another
certified photocopy
of the Birth
Certificate from the
LCRO.
6. Proceed to the 6.1 Check the OR as None 10 minutes Releasing Officer,
Releasing Window to the scheduled PSA Civil
where the document date and time of Registry System
owner’s name was release. Outlet
called.
Team Leader,
6.2 Require the PSA Civil
6.1 Present the claimant to Registry System
ORIGINAL OR and present/submit the Outlet
other requirements. requirements and
check for Outlet Supervisor
correctness and PSA Civil
completeness Registry System
before releasing the Outlet
request. or
Outlet Manager,
Chief, CRSD
7. Check the 7.1 Require the None 5 minutes Releasing Officer,
document. claimant to sign the PSA Civil
“Received by” Registry System
7.1 Sign the portion and indicate Outlet
“Received by” the date of receipt at
Team Leader,
portion at the back of the back of the AF. PSA Civil
the AF and indicate Registry System
the date of receipt. 7.2 Ensure to write in Outlet
PRINT the name of
the claimant, the Outlet Supervisor,
type of ID presented, PSA Civil
ID number, Registry System
releasing window Outlet

or

458
 number and date Outlet Manager,
and time of release. Chief CRSD

7.3 Stamp the OR as

“RELEASED” and
indicate the date of
release.

7.4 Affix the initials

of the Releasing
Officer in the OR.

7.5 Release the

authenticated
document to the
claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 1.2: AUTHENTICATION OF
BIRTH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM OUTLET
(LGU HOSTED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS
EXCLUSIVE OF QUEUEING TIME.

Service 2. Authentication of Death Certificate (Walk-in clients) at PSA

Civil Registry System Outlet

PSA authenticates recently registered death document of an individual not yet available
in the Civil Registry System Database (unconverted documents).

PSA Authentication only confirms that the document was issued by a local civil registry
personnel who is authorized to issue the same and whose authority was confirmed by the
Civil Registrar General and that the signature of the same local civil registry personnel
which appears on the document is similar to the specimen signature officially submitted
to and on file with the Office of the Civil Registrar General.

2.1 Authentication of Death Certificate (Walk-in clients) at PSA Civil

Registry System Outlet (PSA Operated)

Office or Division: Civil Registration Services Division (CRSD)

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
Certified photocopy of the Death Certificate City/Municipal Civil Registry Office where the
of deceased person issued by the Local Civil event has taken place and has been
Registry Office (LCRO) with fresh signature registered.
of the issuing officer, no erasures or any
signs of tampering

459
1. Principal (Spouse, Parent,
Son/Daughter)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
2. Other Special Case Requester
2.1 Nearest of kin of the deceased person
(other than the Spouse, Parent and
Son/Daughter)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original)
Valid Identity Document (ID) of the nearest of Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and photocopy) Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy).
2.2 Guardian of the deceased person,
below 18 years old (minor)
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the following:

1) Barangay Certification that the minor is in

the custody of the requesting Office of the Barangay where the Guardian
party/guardian (1 original) currently resides

2) School ID/Report Card of the minor that

indicates the name of the requester as Educational institution recognized by the
Guardian Department of Education
Valid Identity Document (ID) of the guardian Government Agencies, Non-Government
complete with CLEAR PHOTO, FULL NAME Organizations, Private entities,
IN PRINT, SIGNATURE and issued by an Schools/Colleges/Universities
official authority (1 original and 1 photocopy)
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
3. Priority Clients
3.1 Senior Citizen requesting for the death
certificate of his/her spouse, parent and
son/daughter
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age with CLEAR PHOTO, and/or local government units (LGUs), or
PhilID,

460
FULL NAME IN PRINT, SIGNATURE and
issued by an official authority (1 original)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
3.2 Physically Challenged Client/PWD
requesting for the death certificate of
his/her spouse, parents and son/daughter
PWD Identity Document (ID) Card complete National Council on Disability Affairs (NCDA)
with CLEAR PHOTO, FULL NAME IN Office of the Mayor, Office of the Barangay,
PRINT, SIGNATURE and issued by an Department of Social Welfare and
official authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health, or PhilID.
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
3.3 Pregnant Woman requesting for the
death certificate of her own spouse,
parents and son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued Schools/Colleges/Universities
by an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
3.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of document for, spouse,
parents and son/daughter
Employment ID of the Health and Emergency (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
Frontline Service Provider complete with and Provincial,City, and Rural Health Units,
CLEAR PHOTO, FULL NAME IN PRINT, and Drug Abuse Treatment and Rehabilitation
SIGNATURE and issued by an official Centers, Philippine Red Cross, World Health
authority(1 original) Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Birth Certificate (White Form) accomplished Outlet
in PRINTED LETTERS (1 copy)
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that QTN None 1 minute Information
Number (QTN) is ready for Marshal/Security
distribution Guard

Outlet Supervisor
PSA Civil Registry
System Outlet
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form-Death necessary AF - Marshall,
Certificate (Yellow Death Certificate is PSA Civil Registry
Form) from the AF made available at System Outlet
dispenser and fill-out the AF dispenser.
Team Leader,
the required PSA Civil Registry
System Outlet

461
information in
PRINTED LETTERS. Outlet Supervisor
PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the None 10 minutes Screener,
screening area. certified photocopy PSA Civil Registry
of the Death System Outlet
3.1 Present the AF Certificate issued by
Team Leader,
and the required the LCRO, the
PSA Civil Registry
documents to the completeness of the System Outlet
screener for entries in the AF and
completeness check. other requirements. Outlet Supervisor,
PSA Civil Registry
3.2 Return the System Outlet
certified photocopy
of the Death or
Certificate issued by Outlet Manager/
the LCRO, the AF Chief, CRSD
and the ID(s) and/or
authorization
letter/SPA to the
requester as it will be
presented to the
Collecting Officer
prior to the payment
of corresponding
fees.
4. Proceed to the 4.1 Check the AF Total Fee 10 minutes Collecting Officer,
payment window. and the Php 155.00 PSA Civil Registry
requirements. per copy System Outlet
4.1 Submit the AF and
the required 4.2 Encode the Breakdown:
Team Leader,
documents to the details of the PSA Civil Registry
Payment Window. requests. Processing System Outlet
Fee:
4.2 Pay the 4.3 Accept the -Php 125.00 Outlet Supervisor,
corresponding fee for corresponding PSA Civil Registry
the request. payment and Documentar System Outlet
generate an Official y Stamp Tax
Reminder: Receipt (OR). -Php 30.00 or
Outlet Manager/
▪ Check the details 4.4 Indicate therein Chief, CRSD
in the issued the date and
Official Receipt estimated time of
(OR). release.

▪ Make sure to 4.5 Give the OR to

count the change the requester and
before leaving the return the presented
counter. requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

For Priority
Clients:

462
 4.6 Write a “Priority
Lane or PL” in the
AF of the Priority
Client and instruct to
remain for the
release of the
requested document
on Priority Lane
Releasing Windows

4.7 Forward the AF

and certified
photocopy of Death
Certificate to the
Request Service
Officer (RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis PSA Civil Registry
of details that has System Outlet
been written by the
requester in the AF-
Death Certificate.

As per business rule,

RSO must conduct
atleast five (5)
unique queries from
the CICA System
pursuant to the
issued PSA Office
Memorandum No.
2021-139 dated
01 June 2021.

1.1.1 In the event

that the document
being requested for
authentication is
already available in
the CRS database,
the application is
treated as copy
issuance.

1.1.2 RSO to print

the result of
verification in CRS Barcode
Security Paper Controller,
(SECPA). PSA Civil Registry
System Outlet
1.1.3 Control the
printed document in Sorter/Matcher,
SECPA using the PSA Civil Registry
System Outlet
QMS Releasing
Manager Team Leader,
application.

463
 PSA Civil Registry
1.1.4 Match and sort System Outlet
the printed
document with the Outlet Supervisor,
corresponding AF. PSA Civil Registry
System Outlet
1.2 In case the or
document is not yet Outlet Manager/
enrolled in the CRS Chief, CRSD
Database, RSO to
verify the specimen
signature of the
C/MCR (issuing
officer) from the
CICA System.

1.2.1 If the signature

matches, stamp the
document for the
approval/
signature of the
Authentication
Officer/Outlet
Supervisor.

1.3 If the signature of

the issuing officer
from the LCRO fails
the validation
process, a Rejection
Slip is to be issued.

1.4 Forward the

document/result of
verification for
release to the
Releasing Area
5. Proceed to the 5.1 Announce in None 20 minutes Releaser,
Releasing Area and batch the names of PSA Civil Registry
wait for the deceased document System Outlet
person’s name to be owners/deceased
called. persons and the type Team Leader,
PSA Civil Registry
of document being System Outlet
requested that are
ready for release. Outlet Supervisor,
PSA Civil Registry
5.2 For those System Outlet
authentication
requests that failed or
the validation Outlet Manager/
process, return the Chief, CRSD
Death Certificate
submitted for
authentication
together with the
Rejection Slip to the
claimant.

5.2.1 Advice the

requester to get
another certified
photocopy of the

464
 Death Certificate
from the LCRO.
6. Proceed to the 6.1 Check the OR as None 10 minutes Releaser,
Releasing Window to the scheduled PSA Civil Registry
where the deceased date and time of System Outlet
person’s name was release.
called. Team Leader,
PSA Civil Registry
6.2 Require the System Outlet
6.1 Present the claimant to
ORIGINAL OR and present/submit the Outlet Supervisor,
other requirements. requirements and PSA Civil Registry
check for System Outlet
correctness and
completeness or
before releasing the Outlet Manager/
request. Chief, CRSD
7. Check the 7.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil Registry
“Received by” System Outlet
7.1 Sign the portion and indicate
“Received by” portion the date of receipt at Team Leader,
PSA Civil Registry
at the back of the AF the back of the AF. System Outlet
and indicate the date
of receipt. 7.2 Ensure to write in Outlet Supervisor,
PRINT the name of PSA Civil Registry
the claimant, the System Outlet
type of ID presented,
ID number, or
releasing window Outlet Manager/
number and date Chief, CRSD
and time of release.

7.3 Stamp the OR as

“RELEASED” and
indicate the date of
release.

7.4 Affix the initials

of the Releasing
Officer in the OR.

7.5 Release the

document to the
claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 2.1 : AUTHENTICATION OF
DEATH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM OUTLET
(PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS
EXCLUSIVE OF QUEUEING TIME.

2.2 Authentication of Death Certificate (Walk-in clients) at PSA Civil

Registry System Outlet (LGU Hosted)
Office or Division: Civil Registration Services Division (CRSD)
Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in

465
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
Certified photocopy of the Death Certificate City/Municipal Civil Registry Office where the
issued by the Local Civil Registry Office event has taken place and has been
(LCRO) with fresh signature of the issuing registered.
officer, no erasures or any signs of tampering
(1 copy)
1.Principal (Spouse, Parent,
Son/Daughter)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal ‘s desk at the entrance
Death Certificate (Yellow Form) of the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance
2. Other Special Case Requesters
2.1 Nearest of kin of a deceased person
(other than the Spouse, Parent and
Son/Daughter)
Duly notarized Affidavit of Kinship Lawyer/ Notary Public
(1 original)
Valid Identity Document (ID) of the nearest of Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Death Certificate (Yellow Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance
2.2 Guardian of the deceased person,
below 18 years old (minor)
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the following:

1) Barangay Certification that the deceased

was living with the requesting party as
his/her guardian at the time of death
(1 original)
2) School ID/Report Card of the deceased
that indicate the name of the requester
as Guardian (1 original and 1 photocopy)
Office of the Barangay where the Guardian
currently resides
Educational institution recognized by the
Department of Education.

466
Valid Identity Document (ID) of the Guardian Government Agencies, Non-Government
complete with CLEAR PHOTO, FULL NAME Organizations, Private entities,
IN PRINT, SIGNATURE and issued by an Schools/Colleges/Universities
official authority (1 original and photocopy)(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Death Certificate (Yellow Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance
3. Priority Clients
3.1 Senior Citizen requesting for the
authentication of the death document of
his/her spouse, parents and son/daughter
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or local government units (LGUs)
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Death Certificate (Yellow Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance Original copy of the Official
Receipt (OR) from Local Government Unit
(LGU) as per City Ordinance
3.2 Physically Challenged Client/PWD
requesting for the authentication of the
death document of his/her spouse,
parents and son/daughter
PWD ID Card complete with CLEAR PHOTO, National Council on Disability Affairs (NCDA)
FULL NAME IN PRINT, SIGNATURE and Office of the Mayor, Office of the Barangay,
issued by an official authority (1 original) Department of Social Welfare and
Development or other organization with
Memorandum of Agreement with the
Department of Health.
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Death Certificate (Yellow Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance
3.3 Pregnant Woman requesting for the
authentication of the death document of
her spouse, parents and son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued Schools/Colleges/Universities
by an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Death Certificate (Yellow Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)

467
Original copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance
3.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of her own document,
spouse, parents and son/daughter
Employment ID of the Health and Emergency Public or private health and emergency
Frontline Service Provider complete with service providing institutions or organizations
CLEAR PHOTO, FULL NAME IN PRINT, (i.e. DOH, DOH Hospitals, Hospitals of
SIGNATURE and issued by an official LGUs, and Provincial,City, and Rural Health
authority(1 original) Units, and Drug Abuse Treatment and
Rehabilitation Centers, Philippine Red Cross,
World Health Organization, Health
Maintenance Organizations, Philippine
Health Insurance Corporation, NDRRMC)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Death Certificate (Yellow Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that the None 1 minute Information
Number (QTN) from necessary QTN is Marshal,
the Information made available for PSA Civil Registry
Marshal Desk’s after the clients. System Outlet
payment of the Local
Team Leader,
Government Unit’s PSA Civil Registry
(LGU’s) Add-on Fee System Outlet
as per City
Ordinance. Outlet Supervisor,
PSA Civil Registry
System Outlet

or
Outlet Manager,
Chief CRSD
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form-Death necessary AF-Death Marshal,
Certificate (Yellow Certificate is made PSA Civil Registry
Form) from available at the System Outlet
Information Marshal‘s Information
Team Leader,
desk and fill-out the Marshal’s desk. PSA Civil Registry
required information System Outlet
in PRINTED
LETTERS. Outlet Supervisor,
PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the None 10 minutes Screener,
screening area. certified photocopy PSA Civil Registry
of the Death System Outlet
3.1 Present the AF Certificate issued by
and the required the LCRO, the
Team Leader,
documents to the completeness of the PSA Civil Registry
System Outlet

468
screener for entries in the AF and
completeness check. other requirements.
Outlet Supervisor,
3.2 Return the PSA Civil Registry
certified photocopy System Outlet
of the Death
Certificate issued by or
the LCRO, the AF Outlet Manager/
and the ID(s) and/or Chief, CRSD
authorization
letter/SPA to the
requester as it will be
presented to the
Collecting Officer
prior to the payment
of corresponding
fees.
4. Proceed to the 4.1 Check the Total Fee 10 minutes Collecting Officer,
payment window. certified photocopy Php 155.00 PSA Civil Registry
of the Death per copy System Outlet
4.1 Submit the AF and Certificate issued by
the required the LCRO, the AF Breakdown:
Team Leader,
documents to the and the PSA Civil Registry
Payment Window. requirements. Processing System Outlet
Fee:
4.2 Pay the 4.2 Encode the
corresponding fee for details of the - Php 125.00 Outlet Supervisor
the request. requests. PSA Civil Registry
Documentar System Outlet
Reminder: 4.3 Accept the y Stamp Tax
corresponding or
▪ Check the details payment and - Php 30.00 Outlet Manager/
in the issued generate an Official Chief, CRSD
Official Receipt Receipt (OR).
(OR).
4.4 Indicate therein
▪ Make sure to the date and
count the change estimated time of
before leaving the release.
counter.
4.5 Give the OR to
the requester and
return the presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

4.6 Forward the AF

and the certified
photocopy of the
Death Certificate
submitted for
authentication to the
Request Service
Officer (RSO) for
verification from the
Civil Registry

469
 System (CRS)
Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis PSA Civil Registry
of details that has System Outlet
been written by the
requester in the AF-
Death Certificate.

As per business rule,

RSO must conduct
atleast five (5)
unique queries from
the CICA System
pursuant to the
issued PSA Office
Memorandum No.
2021-139 dated
01 June 2021.

1.1.1 In the event

that the document
being requested for
authentication is
already available in
the CRS database,
the application is
treated as copy
issuance.

1.1.2 RSO to print

the result of Barcode
verification in CRS Controller,
Security Paper PSA Civil Registry
(SECPA). System Outlet

1.1.3 Control the Sorter/Matcher,

printed document in PSA Civil Registry
SECPA using the System Outlet
QMS Releasing Team Leader,
Manager PSA Civil Registry
application. System Outlet

1.1.4 Match and sort Outlet Supervisor,

the printed PSA Civil Registry
document with the System Outlet
corresponding AF.
or
1.2 In case the Outlet Manager/
document is not yet Chief, CRSD
enrolled in the CRS
database, RSO to
verify the specimen
signature of the
C/MCR (issuing
officer) from the
CICA System.

1.2.1 If the signature

matches, stamp the
document for the

470
 approval/signature
of the Authentication
Officer/Outlet
Supervisor.

1.3 If the signature of

the issuing officer
from the LCRO fails
the validation
process, a Rejection
Slip is to be issued.

1.4 Forward the

document/result of
verification for
release to the
Releasing Area.
5. Proceed to the 5.1 Announce in None 20 Releasing Officer,
Releasing Area and batch the names of minutes PSA Civil Registry
wait for the deceased the document System Outlet
person’s name of to owners/deceased
be called. persons and the type
Team Leader,
of requests that are PSA Civil Registry
ready for release. System Outlet

5.2 For those

authentication Outlet Supervisor,
requests that failed PSA Civil Registry
the validation System Outlet
process, return the
Death Certificate
submitted for or
authentication Outlet Manager/
Chief, CRSD
together with the
Rejection Slip to the
claimant.

5.2.1 Advice the

requester to get
another certified
photocopy of the
Death Certificate
from the LCRO.
6. Proceed to the 6.1 Check the OR as None 10 minutes Releasing Officer,
Releasing Window to the scheduled PSA Civil Registry
where the deceased date and time of System Outlet
person’s name of was release.
called. Team Leader,
PSA Civil Registry
6.2 Require the System Outlet
6.1 Present the claimant to
ORIGINAL OR and present/submit the
other requirements. requirements and Outlet Supervisor
check for PSA Civil Registry
correctness and System Outlet
completeness
before releasing the or
request. Outlet Manager/
Chief, CRSD
7. Check the 7.1 Require the None 5 minutes Releasing Officer,
document. claimant to sign the PSA Civil Registry
“Received by” System Outlet
portion and indicate

471
7.1 Sign the the date of receipt at
“Received by” the back of the AF. Team Leader,
portion at the back of PSA Civil Registry
the AF and indicate 7.2 Ensure to write in System Outlet
the date of receipt. PRINT the name of
the claimant, the Outlet Supervisor,
type of ID presented, PSA Civil Registry
ID number, System Outlet
releasing window
number and date
and time of release. or
Outlet Manager/
7.3 Stamp the OR as Chief, CRSD
“RELEASED” and
indicate the date of
release.

7.4 Affix the initials

of the Releasing
Officer in the OR.

7.5 Release the

authenticated
document to the
claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 2.2: AUTHENTICATION OF
DEATH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM OUTLET
(LGU HOSTED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS
EXCLUSIVE OF QUEUEING TIME.

Service 3. Authentication of Marriage Certificate (Walk-in clients) at

PSA Civil Registry System Outlet
PSA authenticates recently registered marriage document of contracting parties not yet
available in the Civil Registry System Database (unconverted documents).

PSA Authentication only confirms that the document was issued by a local civil registry
personnel who is authorized to issue the same and whose authority was confirmed by the
Civil Registrar General and that the signature of the same local civil registry personnel
which appears on the document is similar to the specimen signature officially submitted
to and on file with the Office of the Civil Registrar General.

3.1 Authentication of Marriage Certificate (Walk-in clients) at PSA Civil

Registry System Outlet (PSA Operated)

Office or Division: Civil Registration Services Division (CRSD)

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)

472
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
Certified photocopy of the Marriage certificate City/Municipal Civil Registry Office where the
issued by the Local Civil Registry Office event has taken place and has been registered.
(LCRO) with fresh signature of the issuing
officer, no erasures or any signs of tampering.
Additional Requirements by Type of
Requester
1. Principal (Spouses/Husband and Wife)
Valid Identity Document (ID) of any of the Government Agencies, Non-Government
contracting parties complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original) Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
2. Direct Descendant (Son/Daughter)
Valid Identity Document (ID) of the direct Government Agencies, Non-Government
descendant of the contracting parties Organizations, Private entities,
complete with CLEAR PHOTO, FULL NAME Schools/Colleges/Universities
IN PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
official authority (1 original) Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
3. Nearest of kin, if both contracting
parties are deceased (Biological or Legal
Parent/ Brother/Sister/Grandparent)
Original copy of the duly notarized Affidavit of Lawyer/Notary Public
Kinship (1 original)
Valid Identity Document (ID) of the nearest of Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and photocopy) Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy).
4. Authorized Representative
Valid Identity Document (ID) of the document Document owner
owner complete with CLEAR PHOTO, FULL (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
NAME IN PRINT, SIGNATUREand issued by Philpost, Pag-IBIG, COMELEC, NBI, AFP,
an official authority (1 original and PNP)
1 photocopy).

Reminder:

▪ For authorization letter/ Special Power of

Attorney (SPA) received from abroad the
document owner should provide a
scanned/or photocopy of the passport as
valid ID.

473
Valid Identity Document (ID) of the authorized Government Agencies, Non-Government
representative complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and Philpost, Pag-IBIG, COMELEC, NBI, AFP,
1 photocopy PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
the following requirements): Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
1) written in a clean sheet of paper and
dated.
2) indicate the type of document, the
number of copies and the specific details
of the document to be requested;
3) indicate the complete name of the
representative; and
4) bear the fresh signature of the document
owner that matches his/her ID.
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
5. Priority Clients
5.1 Senior Citizen requesting for the
authentication of his/her own marriage
document and his/her parents.
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age with CLEAR PHOTO, and/or local government units (LGUs) or PhilID,
FULL NAME IN PRINT, SIGNATURE and
issued by an official authority (1 original)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
5.2 Physically Challenged Client/PWD
requesting for the authentication of his/her
own marriage document and his/her
parents
PWD ID Card complete with CLEAR PHOTO, National Council on Disability Affairs (NCDA)
FULL NAME IN PRINT, SIGNATURE and Office of the Mayor, Office of the Barangay,
issued by an official authority (1 original) Department of Social Welfare and
Development or other organization with
Memorandum of Agreement with the
Department of Health or PhilID.
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
5.3 Pregnant Woman requesting for the
authentication of her own marriage
document and parents
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued by Schools/Colleges/Universities
an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS.

474
5.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of her own document,
spouse, parents and son/daughter
Employment ID of the Health and Emergency (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
Frontline Service Provider complete with and Provincial,City, and Rural Health Units, and
CLEAR PHOTO, FULL NAME IN PRINT, Drug Abuse Treatment and Rehabilitation
SIGNATURE and issued by an official Centers, Philippine Red Cross, World Health
authority (1 original) Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Birth Certificate (White Form) accomplished in Outlet
PRINTED LETTERS (1 copy)
PROCES
FEES TO PERSON
CLIENT STEPS AGENCY ACTIONS SING
BE PAID RESPONSIBLE
TIME
1. Get Queue Ticket 1.1 Ensure that QTN None 1 minute Information
number (QTN) is ready for Marshal/Security
distribution. Guard

Outlet Supervisor
PSA Civil Registry
System
2. Get an Application 2.1 Ensure that the None 4 minutes Information Marshall,
Form form-Marriage necessary AF- PSA Civil Registry
Certificate (Pink Form) Marriage Certificate System Outlet
from the AF dispenser is made available at
Team Leader,
and fill-out the the AF dispenser.
PSA Civil Registry
required information in System Outlet
PRINTED LETTERS.
Outlet Supervisor
PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief,
CRSD
3. Proceed to the 3.1 Screen the None 10 Screener,
screening area. certified photocopy minutes PSA Civil Registry
of the Marriage System Outlet
3.1 Present the AF and Certificate issued by
the required the LCRO, the Team Leader,
PSA Civil Registry
documents to the completeness of the System Outlet
screener for entries in the AF and
completeness check. other requirements. Outlet Supervisor,
PSA Civil Registry
3.2 Return the ID(s) System Outlet
and/or authorization
letter/SPA to the or
requester as it will be Outlet Manager/
presented and Chief, CRSD
submitted to the
Collecting Officer
prior to the issuance
of the authenticated
document.
4. Proceed to the 4.1 Check the AF Total Fee 10 Collecting Officer,
payment window. and the Php 155.00 minutes PSA Civil Registry
requirements. per copy System Outlet
4.1 Submit the AF and
Team Leader,
the required Breakdown:

475
documents to the 4.2 Encode the PSA Civil Registry
Payment Window. details of the Processing System Outlet
request. Fee:
4.2 Pay the -Php 125.00 Outlet Supervisor,
corresponding fee for 4.3 Accept the PSA Civil Registry
System Outlet
the request. corresponding Documentar
payment and y Stamp Tax or
Reminder: generate an Official -Php 30.00 Outlet Manager/
Receipt (OR). Chief, CRSD
▪ Check the details
in the issued 4.4 Indicate therein
Official Receipt the date and
(OR). estimated time of
release.
▪ Make sure to count
the change before 4.5 Give the OR to
leaving the counter the requester and
return the presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

For Priority
Clients:

4.6 Write a “Priority

Lane or PL” in the AF
of the Priority Client
and instruct to
remain for the
release of the
requested document
on Priority Lane
Releasing Windows

4.7 Forward the AF

and the certified
photocopy of the
Marriage Certificate
to the Request
Service Officer
(RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis PSA Civil Registry
of details that has System Outlet
been written by the
requester in the AF-
Marriage Certificate.

As per business rule,

RSO must conduct
atleast five (5)
unique queries from

476
the CICA System
pursuant to the
issued PSA Office
Memorandum No.
2021-139 dated
01 June 2021.

1.1.1 In the event

that the document
being requested for
authentication is
already available in
the CRS database,
the application is
treated as copy
issuance.

1.1.2 Request
Service Officer
(RSO) to print the
result of verification Barcode Controller,
in CRS Security PSA Civil Registry
Paper (SECPA). System Outlet

1.1.3 Control the

printed document in
SECPA using the
Sorter/Matcher,
QMS Releasing PSA Civil Registry
Manager System Outlet
application.
Team Leader,
1.1.4 Match and sort PSA Civil Registry
the printed System Outlet
document with the
corresponding AF. Outlet Supervisor,
PSA Civil Registry
1.2 In case the System Outlet
document is not yet
or
enrolled in the CRS Outlet Manager/
Database, RSO to Chief, CRSD
verify the specimen
signature of the
C/MCR (issuing
officer) from the
CICA System.

1.2.1 If the signature

matches, stamp the
document for the
approval/
signature of the
Authentication
Officer/Outlet
Supervisor.

1.3 If the signature of

the issuing officer
from the Local Civil
Registry Office
(LCRO) fails the
validation process, a

477
 Rejection Slip is to
be issued.

1.4 Forward the

document/result of
verification for
release to the
Releasing Area.
5. Proceed to the 5.1 Announce in None 20 Releaser,
Releasing Area and batch the names of minutes PSA Civil Registry
wait for the document document owners System Outlet
owner’s (husband’s and the type of
name)/requesting requests that are Team Leader,
PSA Civil Registry
party’s name to be ready for release. System Outlet
called.
5.2 For those Outlet Supervisor,
authentication PSA Civil Registry
requests that failed System Outlet
the validation
process, return the or
certified photocopy Outlet Manager/
of the Marriage Chief, CRSD
Certificate submitted
for authentication
together with the
Rejection Slip to the
client.

5.2.1 Advice the

client to get another
certified photocopy
of the Marriage
Certificate from the
LCRO.
6. Proceed to the 6.1 Check the OR as None 10 Releaser,
Releasing Window to the scheduled minutes PSA Civil Registry
where the document date and time of System Outlet
owner’s /husband’s release.
name was called. Team Leader,
PSA Civil Registry
6.2 Require the System Outlet
6.1 Present the claimant to
ORIGINAL OR and present/submit the Outlet Supervisor,
other requirements. requirements and PSA Civil Registry
check for System Outlet
correctness and
completeness or
before releasing the Outlet Manager/
request. Chief, CRSD
7. Check the 7.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil Registry
“Received by” System Outlet
7.1 Sign the portion and indicate
“Received by” the date of receipt at Team Leader,
PSA Civil Registry
portion at the back of the back of the AF. System Outlet
the AF and indicate the
date of receipt. 7.2 Ensure to write in Outlet Supervisor,
PRINT the name of PSA Civil Registry
the claimant, the System Outlet
type of ID presented,
ID number, releasing or
window number and Outlet Manager/
Chief, CRSD

478
 date and time of
release.

7.3 Stamp the OR as

“RELEASED” and
indicate the date of
release.

7.4 Affix the initials of

the Releasing
Officer in the OR.

7.5 Release the

document to the
claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 3.1 : AUTHENTICATION OF
MARRIAGE CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS
EXCLUSIVE OF QUEUEING TIME.

3.2 Authentication of Marriage Certificate (Walk-in clients) at PSA Civil

Registry System Outlet (LGU Hosted)
Office or Division: Civil Registration Services Division (CRSD)
Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters:
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force
for Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
Certified photocopy of the Marriage City/Municipal Civil Registry Office where the
Certificate issued by the Local Civil Registry event has taken place and has been
Office (LCRO) with fresh signature of the registered.
issuing officer, no erasures or any signs of
tampering (1 copy)
1.Principal (Spouses/Husband and Wife)
Valid Identity Document (ID) of any of the Government Agencies, Non-Government
contracting parties complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original) Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) – Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
2. Direct Descendant (Son/Daughter)
Valid Identity Document (ID) of the direct Government Agencies, Non-Government
descendant of the contracting parties Organizations, Private entities,
complete with CLEAR PHOTO, FULL NAME Schools/Colleges/Universities

479
IN PRINT, SIGNATURE and issued by an (i.e. PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
official authority (1 original and Philpost, Pag-IBIG, COMELEC, NBI,
1 photocopy) AFP,PNP)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
3. Nearest of kin, if both contracting
parties are deceased (Biological or Legal
Parent/Brother/Sister/Grandparent)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original)
Valid Identity Document (ID) of the nearest Government Agencies, Non-Government
of kin requesting the document complete Organizations, Private entities,
with CLEAR PHOTO, FULL NAME IN Schools/Colleges/Universities
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
official authority (1 original and Philpost, Pag-IBIG, COMELEC, NBI,
1 photocopy) AFP,PNP)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
4. Authorized Representative
Valid Identity Document (ID)) of any of the Any of the contracting parties (husband or
contracting parties (husband or wife) wife) authorizing the representative.
authorizing the representative complete with
CLEAR PHOTO, FULL NAME IN PRINT, Valid ID of any of contracting parties should be
SIGNATURE and issued by an official issued by Government Agencies, Non-
authority (1 original and Government Organizations, Private entities,
1 photocopy) Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Reminder: Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
▪ For authorization letter/Special Power of
Attorney (SPA) received from abroad,
document owner should provide a
scanned/photocopy of passport as valid
ID.
Valid Identity Document (ID) of the Government Agencies, Non-Government
authorized representative complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT Schools/Colleges/Universities
and SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and 1 photocopy) Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Authorization letter or duly notarized Special Any of the contracting parties (husband or
Power of Attorney (1 original) complying with wife) authorizing the representative
the following requirements:

1) written in a clean sheet of paper and

dated;
2) indicate the type of document, the
number of copies and the specific details
of the document to be requested;
3) indicate the complete name of
authorized representative; and
4) bear the fresh signature of any of the

480
 contracting parties (husband or wife) that
matches his/her valid ID.
Completely filled-up Application Form (AF) – Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5. Priority Clients
5.1 Senior Citizen requesting for
authentication of his/her own marriage
document and his her parents
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or local government units (LGUs)
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.2 Physically Challenged Client/PWD
requesting for authentication of his/her
own marriage document and his her
parents
PWD ID Card complete with CLEAR National Council on Disability Affairs (NCDA)
PHOTO, FULL NAME IN PRINT, Office of the Mayor, Office of the Barangay,
SIGNATURE and issued by an official Department of Social Welfare and
authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health.
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.3 Pregnant Woman requesting for
authentication of her own marriage
document and her parents
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, Organizations, Private entities,
FULL NAME IN PRINT, SIGNATURE and Schools/Colleges/Universities
issued by an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.4 Health and Emergency Frontline
Service Provider requesting for the

481
authentication of her own document,
spouse, parents and son/daughter
Employment ID of the Health and Public or private health and emergency
Emergency Frontline Service Provider service providing institutions or organizations
complete with CLEAR PHOTO, FULL NAME (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
IN PRINT, SIGNATURE and issued by an and Provincial,City, and Rural Health Units,
official authority(1 original) and Drug Abuse Treatment and Rehabilitation
Centers, Philippine Red Cross, World Health
Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
FEES TO PROCESSI PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID NG TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that the None 1 minute Information
Number (QTN) from necessary QTN is Marshal,
the Information made available for PSA Civil Registry
Marshal’s desk after the clients. System Outlet
the payment of Local
Team Leader,
Government Unit’s PSA Civil Registry
(LGU’s) Add-on Fee System Outlet
as per City
Ordinance. Outlet Supervisor,
PSA Civil Registry
System Outlet

or
Outlet Manager,
Chief, CRSD
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form-Marriage necessary AF- Marshal,
Certificate (Pink Marriage Certificate PSA Civil Registry
Form) from is made available at System Outlet
Information Marshal the Information
Team Leader,
desk and fill-out the Marshal’s desk. PSA Civil Registry
required information System Outlet
in PRINTED
LETTERS. Outlet Supervisor,
PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the None 10 minutes Screener,
screening area. certified photocopy PSA Civil Registry
of the Marriage System Outlet
3.1 Present the AF Certificate issued by
and the required the LCRO, the
Team Leader,
documents to the completeness of the PSA Civil Registry
screener for entries in the AF and System Outlet
completeness check. other requirements.

3.2 Return the ID(s) Outlet Supervisor,

and/or authorization PSA Civil Registry
letter/SPA to the System Outlet

482
 requester as it will be
presented and or
submitted to the Outlet Manager/
Collecting Officer Chief, CRSD
prior to the issuance
of the authenticated
document.
4. Proceed to the 4.1 Check the AF Total Fee 10 minutes Collecting Officer,
payment window. and the Php PSA Civil Registry
requirements. 155.00 per System Outlet
4.1 Submit the AF copy
and the required 4.2 Encode the
Team Leader,
documents to the details of the Breakdow PSA Civil Registry
Payment Window. request. n: System Outlet

4.2 Pay the 4.3 Accept the Processin

corresponding fee for corresponding g Fee: Outlet Supervisor
the request. payment and - Php PSA Civil Registry
generate an Official 125.00 System Outlet
Reminder: Receipt (OR).
Document
▪ Check the details 4.4 Indicate therein ary Stamp or
in the issued the date and Tax Outlet Manager/
Chief, CRSD
Official Receipt estimated time of - Php
(OR). release. 30.00

▪ Make sure to 4.5 Give the OR to

count the change the requester and
before leaving the return the presented
counter requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

4.6 Forward the AF

and the certified
photocopy of
Marriage Certificate
submitted for
authentication to the
Request Service
Officer (RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis PSA Civil Registry
of details that has System Outlet
been written by the
requester in the AF-
Marriage Certificate.

As per business rule,

RSO must conduct
atleast five (5)
unique queries from
the CICA System

483
pursuant to the
issued PSA Office
Memorandum No.
2021-139 dated
01 June 2021.

1.1.1 In the event

that the document
being requested for
authentication is
already available in
the CRS database,
the application is
treated as copy
issuance.

1.1.2 RSO to print

the result of Barcode
verification in CRS Controller,
Security Paper PSA Civil Registry
(SECPA). System Outlet

1.1.3 Control the

printed document in
SECPA using the
QMS Releasing Sorter/Matcher,
PSA Civil Registry
Manager
System Outlet
application.

1.1.4 Match and sort Team Leader,

the printed PSA Civil Registry
document with the System Outlet
corresponding AF.

1.2 In case the Outlet Supervisor,

document is not yet PSA Civil Registry
enrolled in the CRS System Outlet
database, RSO to
verify the specimen or
signature of the Outlet Manager,
C/MCR (issuing Chief, CRSD
officer) from the
CICA System.
1.2.1 If the signature
matches, stamp the
document for the
approval/signature
of the Authentication
Officer/Outlet
Supervisor.
1.3 If the signature of
the issuing officer
from the LCRO fails
the validation
process, a Rejection
Slip is to be issued.
1.4 Forward the
document/result of
verification for
release to the
Releasing Area.

484
5. Proceed to the 5.1 Announce in None 20 minutes Releasing Officer,
Releasing Area and batch the names of PSA Civil Registry
Wait for the document owners System Outlet
document owner’s and the type of
/husband’s name requests that are Team Leader,
PSA Civil Registry
name to be called. ready for release. System Outlet
5.2 For those
authentication Outlet Supervisor,
requests that failed PSA Civil Registry
the validation System Outlet
process, return the
Marriage Certificate or
submitted for Outlet Manager/
authentication Chief, CRSD
together with the
Rejection Slip to the
client.

5.2.1 Advice the

requester to get
another certified
photocopy of the
Marriage Certificate
from the LCRO.
6. Proceed to the 6.1 Check the OR as None 10 minutes Releasing Officer,
Releasing Window to the scheduled PSA Civil Registry
where the document date and time of System Outlet
owner’s/husband’s release.
Team Leader,
name was called.
PSA Civil Registry
6.2 Require the System Outlet
6.1 Present the claimant to
ORIGINAL OR and present/submit the
other requirements. requirements and Outlet Supervisor
check for PSA Civil Registry
correctness and System Outlet
completeness
before releasing the or
request. Outlet Manager/
Chief, CRSD
7. Check the 7.1 Require the None 5 minutes Releasing Officer,
document. claimant to sign the PSA Civil Registry
“Received by” System Outlet
7.1 Sign the portion and indicate
“Received by” the date of receipt at
Team Leader,
portion at the back of the back of the AF. PSA Civil Registry
the AF and indicate System Outlet
the date of receipt. 7.2 Ensure to write
in PRINT the name
of the claimant, the Outlet Supervisor,
type of ID presented, PSA Civil Registry
ID number, System Outlet
releasing window
number and date
and time of release. or
Outlet Manager/
Chief, CRSD
7.3 Stamp the OR as
“RELEASED” and
indicate the date of
release.

485
 7.4 Affix the initials
of the Releasing
Officer in the OR.

7.5 Release the

authenticated
document to the
claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 3.2: AUTHENTICATION OF
MARRIAGE CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (LGU HOSTED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS
EXCLUSIVE OF QUEUEING TIME.

Service 4. Copy Issuance of Birth Record or Birth Certificate (Walk-in

clients) at PSA Civil Registry System Outlet

Provision of copy of the birth document of an individual available in the PSA Civil Registry
Database (converted documents).

4.1 Copy Issuance of Birth Certificate (Walk-in clients) at PSA Civil

Registry System Outlet (PSA Operated)

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)

486
 CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
By Type of Requester
1. Principal (Document Owner)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official authority Schools/Colleges/Universities
(1 original) (i.e., DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
2. Authorized Representative
Valid Identity Document (ID) of the document Document owner
owner complete with CLEAR PHOTO, FULL (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
NAME IN PRINT, SIGNATURE and issued by PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
an official authority (1 original and 1photocopy) PNP)

Reminder:

▪ For authorization letter/Special Power of

Attorney (SPA) received from abroad,
document owner should provide a
scanned/photocopy of the passport as valid
ID.
Valid Identity Document (ID) of the authorized Government Agencies, Non-Government
representative complete with CLEAR PHOTO, Organizations, Private entities,
FULL NAME IN PRINT, SIGNATURE and Schools/Colleges/Universities
issued by an official authority (1 original and(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
1 photocopy) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with
the following requirements:

1) written in a clean sheet of paper and dated;

2) indicate the type of document, the number
of copies and the specific details of the
document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the document
owner that matches his/her ID.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1copy)
3. Immediate Family Member of the
Document Owner: Spouse (Husband/Wife),
Direct Descendant (Son/Daughter), and
Biological or Legal Parent (Father/Mother)
Valid Identity Document (ID) of requesting Government Agencies, Non-Government
immediate family member of the document Organizations, Private entities,
owner complete with CLEAR PHOTO, FULL Schools/Colleges/Universities

487
NAME IN PRINT, SIGNATURE and issued by
an official authority (1 original and
1photocopy)
Completely filled-up Application Form (AF) -
Birth Certificate (White Form) accomplished in
PRINTED LETTERS (1copy)
4. Special Cases Clients
4.1 Guardian of document owner who is a
minor or below 18 years of age.
Court decision assigning the requester as legal
guardian (1 original and/or photocopy) and/or;
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
AF dispenser at the PSA Civil Registry
System Outlet
Clerk of the appropriate Court that rendered
the decision

Duly notarized Affidavit of Guardianship (1 Lawyer/Notary Public

original) supported by any of the following:

1) Barangay Certification that the minor is in Office of the Barangay where the Guardian
the custody of the requesting party/guardian currently resides
(1 original)
2) School ID/Report Card of the minor that Educational institution recognized by the
indicates the name of the requester as Department of Education.
Guardian (1 original and 1 photocopy)
Valid Identity Document (ID) of the Guardian Government Agencies, Non-Government
complete with CLEAR PHOTO, FULL NAME IN Organizations, Private entities,
PRINT, SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original and 1 photocopy) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
4.2 Nearest of kin of a deceased person
(Brother/Sister/Grandparent)
Duly notarized Affidavit of Kinship (1 original) Lawyer/Notary Public
Valid Identity Document (ID) of the nearest of Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official authority (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
(1 original and 1 photocopy) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
5. Priority Clients
5.1 Senior Citizen requesting for his/her own
document, spouse, parents and
son/daughter
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or Local Government Units (LGUs), or
PHOTO, FULL NAME IN PRINT, SIGNATURE PhilID
and issued by an official authority (1 original)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
5.2 Physically Challenged Client/PWD
requesting for his/her own document,
spouse, parents and son/daughter
PWD ID Card complete with CLEAR PHOTO, National Council on Disability Affairs (NCDA)
FULL NAME IN PRINT, SIGNATURE and Office of the Mayor, Office of the Barangay,
issued by an official authority (1 original) Department of Social Welfare and
Development or other organization with

488
 Memorandum of Agreement with the
Department of Health, or PhilID.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
5.3 Pregnant Woman requesting for her own
document, spouse, parents and
son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued by Schools/Colleges/Universities
an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
6. First Time Job Seeker (RA 11261)

Reminder:

▪ Request for a copy issuance of birth

certificate cannot be delegated to a
representative and can only be availed once
Duly signed Barangay Certification from his/her Punong barangay or his/her authorized
place of residence (1 original) officer.
Oath of Undertaking executed by the First Time Office of the Barangay where the First Time
Job Seeker (1 original and 1 photocopy) Job Seeker currently resides
Valid Identity Document (ID) of the First Time Government Agencies, Educational
Job Seeker complete with CLEAR PHOTO, Institutions
FULL NAME IN PRINT, SIGNATURE and (i.e., or PhilID, DFA, LTO, PRC, IBP, GSIS,
issued by an official authority (1 original and SSS, PhilPost, Pag-IBIG, COMELEC, NBI,
1 photocopy) AFP, PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
7. Health and Emergency Frontline Service
Provider requesting for the copy issuance of
her own document, spouse, parents and
son/daughter
Employment ID of the Health and Emergency Public or private health and emergency
Frontline Service Provider complete with service providing institutions or organizations
CLEAR PHOTO, FULL NAME IN PRINT, (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
SIGNATURE and issued by an official and Provincial,City, and Rural Health Units,
authority(1 original) and Drug Abuse Treatment and Rehabilitation
Centers, Philippine Red Cross, World Health
Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that QTN None 1 minute Information
Number (QTN) is ready for Marshal/Security
distribution Guard

Outlet Supervisor
PSA Civil Registry
System

489
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form - Birth Certificate necessary AF-Birth Marshall,
(White Form) from the Certificate is made PSA Civil Registry
AF dispenser and fill- available at the AF System Outlet
out the required dispenser.
Team Leader,
information in PSA Civil Registry
PRINTED LETTERS. System Outlet

Outlet Supervisor
PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil Registry
requirements. System Outlet
3.1 Present the AF and
the required documents 3.2 Return the AF and Team Leader,
PSA Civil Registry
to the screener for the ID(s) and/or System Outlet
completeness check. authorization
letter/SPA to the
requester as it will be
▪ First Time Job presented to the
Seeker, proceed to the Collecting Officer
Public Assistance and prior to the payment
Complaints Desk of corresponding
(PACD) fees.

For first time job

seeker:

3.3 Stamp the Care Officer,

submitted Public Assistance
requirements as and Complaints
officially “Received Desk (PACD), PSA
by” PSA. Endorse the Civil Registry
First Time Job System Outlet
Seeker to the Office
of the Outlet Outlet Supervisor,
PSA Civil Registry
Supervisor
System Outlet
3.4 Accept the or
requirements and Outlet Manager/
indicate therein the Chief, CRSD
date of receipt and
collect them. Attach
requirements to the
AF and label it as
“Pro-Bono.”

3.5 Record the

request in the
logbook for control
and reporting
purposes.
4. Proceed to the 4.1 Check the AF and Total Fee 10 minutes Collecting Officer,
payment window. the requirements. Php 155.00 PSA Civil Registry
per copy System Outlet
4.1 Submit the AF and
Team Leader,
the required documents

490
to the Payment 4.2 Encode the Breakdown PSA Civil Registry
Window. details of the : System Outlet
requests.
4.2 Pay the Processing
corresponding fee for 4.3 Accept the Fee:
the request. corresponding -Php
payment and 125.00
Reminder: generate an Official
Receipt (OR). Document
▪ Check the details in ary Stamp
the issued Official 4.4 Indicate therein Tax
Receipt (OR). the date and -Php 30.00
estimated time of
▪ Make sure to count release. Pursuant to
the change before RA 11261,
leaving the counter. 4.5 Give the OR to the
the requester and issuance of
return the presented
one (1)
requirements as it will
copy of the
be submitted to thebirth
Releasing Officer
certificate
prior to the issuance
for a first
of the requested time job
document. seeker is to
be issued
For first time job for FREE
Coordinator,
seeker:
Office of the Outlet
Supervisor,
▪ Remind him/her PSA Civil Registry
that he/she can System Outlet
avail of the free
copy issuance of
his/her birth from Outlet Supervisor,
the PSA only PSA Civil Registry
once. System Outlet

▪ Issue a claim stub or

to First Time Job Outlet Manager/
Chief, CRSD
Seeker and
indicate therein
the date and
estimated time of
release.

4.6 Inform him/her to

wait for his/her name
to be called at the
Releasing Area.

For Priority Clients:

4.7 Write a “Priority

Lane or PL” in the AF
of the Priority Client
and instruct to remain
for the release of the
requested document
on Priority Lane
Releasing Window.

4.8 Forward the AF to

the Request Service

491
 Officer (RSO) for
verification from the
Civil Registry System
(CRS) Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis Reminder: PSA Civil Registry
of details that has System Outlet
been written by the ▪ Processi
requester in the AF- ng time
Birth Certificate. maybe
extended
As per business rule, depending
RSO must conduct on the
atleast five (5) unique result of
queries from the verification
CICA System from the
pursuant to the CICA
issued PSA Office System.
Memorandum No. Help Desk Officer
Unisys Managed
2021-139 dated Services Corp.,
01 June 2021.
Production and
1.1.1 In the event that Maintenance Unit
after verification, (PMU), Civil
there are special Register
cases/situations that Management
needs to be Division (CRMD)
addressed/resolved
first by the concerned
Back-End Processing
Unit, RSO to log the
problem to the CRS
Help Desk System
(HDS) with the
following information:

- Image ID No.
- Transaction Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the image
is okay and ready for
printing.

1.1.3 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.1.4 TL to inform the

client on the situation
and on the
rescheduled date of
release.

492
 1.2 Print the result of
the verification of the
request in CRS
Security Paper
(SECPA).

1.2.1 In case the

image of the birth
document from the
CRS database is
blurred, RSO to
attach a note to the
AF-Birth Certificate
with a message
“Blurred Image” to
inform the Document
Barcode Controller,
Controller and PSA Civil Registry
Matcher/Sorter. System Outlet

1.3 Control the

printed document in
SECPA in using the Sorter/Matcher,
QMS Releasing PSA Civil Registry
Manager application. System Outlet

1.4 Match and sort Team Leader,

PSA Civil Registry
the printed document
System Outlet
with the
corresponding AF- Outlet Supervisor,
Birth Certificate. PSA Civil Registry
System Outlet
1.5 Forward the
document ready for or
release to the Outlet Manager/
Releasing Area. Chief, CRSD
5. Proceed to the 5.1 Announce in None 20 minutes Releaser,
Releasing Area and batch the names of PSA Civil Registry
wait for the document the document owners System Outlet
owner’s name to be and the type of
called. request that are Team Leader,
PSA Civil Registry
ready for release. System Outlet

Outlet Supervisor,
PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
6. Proceed to the 6.1 Check the OR as None 10 minutes Releaser,
Releasing Window to the scheduled date PSA Civil Registry
where the document and time of release System Outlet
owner’s name was
called. 6.2 Require the Team Leader,
PSA Civil Registry
claimant to System Outlet
6.1 Present the present/submit the
ORIGINAL OR and requirements and Outlet Supervisor,
other requirements. check for correctness PSA Civil Registry
and completeness System Outlet
before releasing the
request. or
Outlet Manager/

493
 6.2.1 In case the Chief, CRSD
image of the birth
document from the
CRS Database is
blurred, Releaser/
Care Officer to
explain to the client
the quality of the
printed document.

Reminder:

▪ The client must be

given an option for
a clearer copy of
the birth
document through
re-scanning of the
image.

6.2.2 If the client

agreed to have the
requested birth
document subjected
to re-scanning,
Releaser/Care
Officer to inform the
client on the re-
scheduled date of
release.

For first time job

seeker:
▪ First Time Job
Seeker present 6.3 Reflect result of
claim stub verification on the
logbook/excel file.

6.4 Ensure that the ID

and claim stub is
presented/ submitted
by the first time job
seeker.
7. Check the document. 7.1 Require the None 5 minutes Releaser,
claimant to sign the PSA Civil Registry
7.1 Sign the “Received “Received by” portion System Outlet
by” portion at the back at the back of the AF.
of the AF and indicate Team Leader,
PSA Civil Registry
the date of receipt. 7.2 Ensure to write in System Outlet
PRINT the name of
the claimant, the type Outlet Supervisor,
of ID presented, ID PSA Civil Registry
number, releasing System Outlet
window number and
date and time of or
release. Outlet Manager/
Chief, CRSD
7.3 Stamp the OR as
“RELEASED” and
indicate the date of
release.

494
 7.4 Affix the initials of
the Releaser in the
OR.

7.5 Release the

requested document
to the claimant.

For first time job

seeker:
▪ First Time Job
Seeker sign in the 7.6 Require the First
control logbook Time Job Seeker to
sign in the control
logbook.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 4.1: COPY ISSUANCE OF BIRTH
RECORD OR BIRTH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY
SYSTEM OUTLET (PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3)
HOURS EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:
In the event that after verfication, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit the following
processes will take place:
1) Outlet’s RSO log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No
- Transaction Number
- Complete details of the request
- Description of the problem
2) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
3) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.
4) TL to inform the client on the situation and on the re-scheduled date of release.

REMINDER:
Copy issuance of birth documents that fall under special cases/situations require
several actions/steps that need to be undertaken outside of the Civil Registry
System Outlet to be able to deliver the requested document to the client. In this
connection the transaction type of the Service is changed from SIMPLE to
COMPLEX.

SITUATION ACTION LOCATION REMARKS

1. Copy of birth 1. The copy of the
record from the birth record that
CRS Database have extra or excess
have extra or page(s) are not to
excess page(s) as be printed and
follows: issued to the clients.
• Foot print of the 1.1 RSO to log the Help Desk Officer
child problem to the CRS Unisys Managed
• Photo of the Help Desk System Services Corp.,
document owner (HDS) with the

495
• Marriage Contract following
of parents information:
• A record stamp -Image ID No.
with LCRs -Transaction
signature Number
• Other attachments -Complete details of
with foreign the request
languages -Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

1.2 In case the

situation cannot be
resolved within the
day, RSO informed
the TL and OS.

1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.
Production and
1.3 RSO to tag the Maintenance Unit Refer to Service 9.
(PMU), Processing of Civil
request for re-
Civil Register
scanning in the RV Registry
Management
Tracking System. Documents
Division,
Requiring Manual
1.4 Document is for CRS Bldg. (CRMD),
Retrieval and Re-
pull-out from the scanning from the
Archive for re- Central Archive
scanning and other through Help Desk
related processes. System on page
1.5 Outlet to wait for 513
the re-scanned
image to be
uploaded to the
CRS Database.
1.6 Print the re-
scanned image in
CRS Security Paper
(SECPA).
2. RSO after 2. The mismatched
logging the details image should not be
based on the printed.
application form,
found another 2.1 RSO to log the Help Desk Officer
image of the birth problem to the CRS Unisys Managed
record from the Help Desk System Services Corp.,
CRS Database (HDS) with the
even with the following
correct index details information:
-Image ID No.

496
(mismatched -Transaction
Image) Number
-Complete details of
the request
-Description of the
problem

2.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO informed
the TL and OS.

2.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

2.3 RSO to tag the

request for re-
scanning in the RV
Tracking System. Production and
Maintenance Unit
2.4 Document is for (PMU), Refer to Service 9.
pull-out from the Civil Register Processing of Civil
Archive for re- Management Registry
scanning and other Division (CRMD), Documents
related processes. Requiring Manual
Retrieval and Re-
2.5 Outlet to wait for scanning from the
the re-scanned Central Archive
image to be through Help Desk
uploaded to the System on page
CRS Database. 513
2.6 Print the re-
scanned image in
CRS Security Paper
(SECPA).
3. Image of the birth 3. The
record from the inverted/defective
CRS Database is image should not be
inverted or printed.
defective. Help Desk Officer
3.1 RSO to log the Unisys Managed
problem to the CRS Services Corp.,
Help Desk System
(HDS) with the
following
information:
-Image ID No.
-Transaction
Number

497
 -Complete details of
the request
-Description of the
problem

3.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO informed
the TL and OS.

3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

3.3 RSO to tag the

request for re-
scanning in the RV Production and
Tracking System. Maintenance Unit Refer to Service 9.
(PMU), Processing of Civil
3.4 Document is for Registry
Civil Register
pull-out from the Management Documents
Archive for re- Division (CRMD), Requiring Manual
scanning and other Retrieval and Re-
related processes. scanning from the
3.5 Outlet to wait for Central Archive
the re-scanned through Help Desk
image to be System on page
uploaded to the 513
CRS Database.
3.6 Print the re-
scanned image in
CRS Security Paper
(SECPA).
4. Image of the birth 4. The
record from the corrupted/decrypted
CRS Database is image should not be
corrupted or printed.
decrypted (error in
4.1 RSO to log the Help Desk Officer
viewing the image).
problem to the CRS Unisys Managed
Help Desk System Services Corp.,
(HDS) with the
following
information:
-Image ID No.
-Transaction
Number
-Complete details of
the request

498
 -Description of the
problem

4.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO informed
the TL and OS.

4.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

4.3 RSO to tag the

request for re-
Production and
scanning in the RV
Maintenance Unit
Tracking System.
(PMU), Refer to Service 9.
4.4 Document is for Civil Register
Processing of Civil
pull-out from the Management
Registry
Archive for re- Division (CRMD),
Documents
scanning and other Requiring Manual
related processes. Retrieval and Re-
4.5 Outlet to wait for scanning from the
the re-scanned Central Archive
image to be through Help Desk
uploaded to the System on page
CRS Database. 513

4.6 Print the re-

scanned image in
CRS Security Paper
(SECPA).
5. Image of the 5. Blurred copies of
birth document from document/s from the
.
the CRS Database CRS database, if
is blurred (or with possible, should not
unreadable entries ) be issued to clients
and must undergo
re-scanning.
5.1 RSO to log the
problem to the CRS
Help Desk System Help Desk Officer
(HDS) with the Unisys Managed
following Services Corp.,
information:
-Image ID No.
-Transaction
Number

499
 -Complete details of
the request
-Description of the
problem

5.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO informed
the TL and OS.

5.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

5.3 RSO to tag the Refer to Service 9.

request for re- Processing of Civil
scanning in the RV Production and
Maintenance Unit Registry
Tracking System. Documents
(PMU),
5.4 Document is for Civil Register Requiring Manual
pull-out from the Management Retrieval and Re-
Archive for re- Division (CRMD), scanning from the
scanning and other Central Archive
related processes. through Help Desk
System on page
5.5 Outlet to wait for 513
the re-scanned
image to be
uploaded to the
CRS Database.
5.6 Print the re-
scanned image in
CRS Security Paper
(SECPA)
REMINDER:
The client must be
given an option to
request for a clearer
copy of the
document from the
concerned LCRO.
6. Double or 6. Double or multiple
multiple birth registration of a vital
.
records are event is not allowed.
available in the
6.1 RSO shall
CRS Database.
assess the records
and issue the timely

500
 registered
document.
6.2 RSO shall
accomplish the
multiple registration
form.
6.3 Log the
document details to Help Desk Officer
the CRS Help Desk Unisys Managed
System for Bren Services Corp.,
Linking.
Production and
6.4 HDO forwards to Maintenance Unit,
concerned Back- Civil Register
End Unit for Management
appropriate action. Division
6.5 Print the timely
registered birth
record in CRS
Security Paper
(SECPA).
7. Birth image has 7. All birth images
incorrect index in with incorrect
the CRS Database indices must be
updated and
submitted for
correction.
7.1 RSO to report Production and Refer to Service 8.
and to submit the Maintenance Unit, Processing of
necessary index Civil Register Request for Index
correction through Management Correction of Civil
the use of Vital Division (CRMD), Registry
Event (F6) function Documents in the
of the CICA System. PSA Civil Registry
Help Desk Officer
Database on page
7.2 In the event that Unisys Managed
511
the index correction Services Corp.,
has not yet been
approved, RSO to
log the request to
the CRS Help Desk
System for follow
up.
REMINDER:
It is only after the
request for index
correction has been
approved that the
RSO can command
the printing of the
result of verification.
8. Verification from 8. In the event that
the CRS Database the RSO, even after
resulted to Negative thorough
Certification but investigation from

501
with previously the CRS Database
issued birth record. resulted to the
issuance of a
Negative
Certification but the
client claims and
has proof that
he/she was
previously issued a
copy, it could be that
the document was
not scanned and
enrolled in the CRS
Database.
Care Officer,
8.1 PACD/Care
Public Assistance
Officer to require a
and Complaints
photocopy of
Desk (PACD), PSA
previously issued
Civil Registry
document from the
System Outlet
client.
8.2 PACD/Care
Officer to inform the
client that his/her
request will undergo
manual verification.
8.3 Care Officer to
re-schedule the date
of release.
8.4 RSO to log the Production and
problem in the RV Maintenance Unit
Tracking System PMU), Civil
with the detailed Register
description of the Management
problem and the Division (CRMD),
date when the client
was able to get the
copy of the
document and
request for manual
verification and re-
scanning of the birth
document if
available.
8.5 Outlet to wait for
the result of the
forwarded request
for manual
verification from
Production and
Maintenance Unit
(PMU).
8.6 Print the result of
the manual
verification in CRS

502
 Security Paper
(SECPA)
TOTAL ESTIMATED PROCESSING TOME FOR SERVICE 4: COPY ISSUANCE OF
BIRTH RECORD OR BIRTH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL
REGISTRY SYSTEM OUTLET, UNDER SPECIAL CASES/SITUATIONS, IS SEVEN
(7) DAYS.

4.2 Copy Issuance of Birth Certificate (Walk-in clients) at PSA Civil

Registry System Outlet (LGU Hosted)
Office or Division: Civil Registration Services Division (CRSD)
Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
By Type of Requester
1.Principal (Document Owner)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e.,DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
2. Authorized Representative
Valid Identity Document (ID) of the document Document owner
owner complete with CLEAR PHOTO, FULL (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
NAME IN PRINT, SIGNATURE and issued by Philpost, Pag-IBIG, COMELEC, NBI,
an official authority (1 original and 1 AFP,PNP)
photocopy)

Reminder:

▪ For authorization letter/Special Power

of Attorney (SPA) received from
abroad, document owner should
provide a scanned/photocopy of
passport as valid ID.
Valid Identity Document (ID) of the authorized Government Agencies, Non-Government
representative complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and 1 photocopy) Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with
the following requirements:

1) written in a clean sheet of paper and

dated;

503
2) indicate the type of document, the number
of copies and the specific details of the
document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the document
owner that matches his/her ID.
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
3. Immediate Family Member of the
Document Owner: Spouse
(Husband/Wife), Direct Descendant
(Son/Daughter), and Biological or Legal
Parent (Father/Mother)
Valid Identity Document (ID) of requesting Government Agencies, Non-Government
immediate family member of the document Organizations, Private entities,
owner complete with CLEAR PHOTO, FULL Schools/Colleges/Universities
NAME IN PRINT, SIGNATURE and issued by (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
an official authority (1 original and Philpost, Pag-IBIG, COMELEC, NBI,
1 photocopy) AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
4. Special Cases Clients
4.1 Guardian of a document owner who is
a minor or below 18 years of age.
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the following:

1) Barangay Certification that the minor is in

the custody of the requesting party/
guardian (1 original)
2) School ID/Report Card of the minor that
indicate the name of the requester as
Guardian (1 original and 1 photocopy)
Office of the Barangay where the Guardian
currently resides
Educational institution recognized by the
Department of Education.

Valid Identity Document (ID) of the Guardian Government Agencies, Non-Government

complete with CLEAR PHOTO, FULL NAME Organizations, Private entities,
IN PRINT, SIGNATURE and issued by an Schools/Colleges/Universities
official authority (1 original and photocopy)(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
4.2 Nearest of kin of a deceased person
(Brother/Sister/Grandparent)

504
Duly notarized Affidavit of Kinship Lawyer/ Notary Public
(1 original)
Valid Identity Document (ID) of the nearest of
Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and 1 photocopy) Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5. Priority Clients
5.1 Senior Citizen requesting for his/her
own document, spouse, parents and
son/daughter
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or local government units (LGUs)
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.2 Physically Challenged Client/PWD
requesting for his/her own document,
spouse, parents and son/daughter
PWD ID Card complete with CLEAR PHOTO, National Council on Disability Affairs (NCDA)
FULL NAME IN PRINT, SIGNATURE and Office of the Mayor, Office of the Barangay,
issued by an official authority (1 original) Department of Social Welfare and
Development or other organization with
Memorandum of Agreement with the
Department of Health.
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.3 Pregnant Woman requesting for her
own document, spouse, parents and
son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued by Schools/Colleges/Universities
an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
6. First Time Job Seeker (RA 11261)

505
Reminder:

▪ Request for a copy issuance of birth

certificate cannot be delegated to a
representative and can only be availed
once.
Duly signed Barangay Certification from Punong barangay or his/her authorized officer
his/her place of residence (1 original copy)
Oath of Undertaking executed by the first time Office of the Barangay where the First Time
job seeker (1 original and 1 photocopy) Job Seeker currently resides
Valid Identity Document (ID)) of the first time Government Agencies, Educational
job seeker complete with CLEAR PHOTO, Institutions
FULL NAME IN PRINT, SIGNATURE and (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
issued by an official authority (1 original and Philpost, Pag-IBIG, COMELEC, NBI,
1 photocopy) AFP,PNP)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
7. Health and Emergency Frontline
Service Provider requesting for the
authentication of her own document,
spouse, parents and son/daughter
Employment ID of the Health and Emergency Public or private health and emergency
Frontline Service Provider complete with service providing institutions or organizations
CLEAR PHOTO, FULL NAME IN PRINT, (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
SIGNATURE and issued by an official and Provincial,City, and Rural Health Units,
authority(1 original) and Drug Abuse Treatment and Rehabilitation
Centers, Philippine Red Cross, World Health
Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Birth Certificate (White Form) accomplished the outlet
in PRINTED LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that the None 1 minute Information
Number (QTN) from necessary QTN is Marshal,
the Information made available for PSA Civil Registry
Marshal’s desk after the clients. System Outlet
the payment of Local
Team Leader,
Government Unit’s PSA Civil Registry
(LGU’s) Add-on Fee System Outlet
as per City
Ordinance. Outlet Supervisor,
PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form-Birth necessary AF-Birth Marshal,
Certificate (White Certificate is made PSA Civil Registry
Form) from available at the System Outlet
Information Information Marshal’s
Team Leader,
Marshal’s desk and desk. PSA Civil Registry
fill-out the required System Outlet
information in

506
PRINTED Outlet Supervisor,
LETTERS. PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the None 10 minutes Screener,
screening area. completeness of the PSA Civil Registry
entries in the AF and System Outlet
3.1 Present the AF other requirements.
and the required
Team Leader,
documents to the 3.2 Return the AF the PSA Civil Registry
screener for ID(s) and/or System Outlet
completeness check. authorization
letter/SPA to the
requester as it will be
▪ First Time Job presented to the
Seeker, proceed Collecting Officer
to Public prior to the payment
Assistance and of corresponding
Complaint’s Desk fees.
(PACD)

For first time job

seeker :

3.3 Stamp the

submitted PACD Officer,
requirements as PSA Civil Registry
officially “Received System Outlet
by” PSA, indicate
therein the date of
receipt and collect Outlet Supervisor,
PSA Civil Registry
them. System Outlet
3.3.1 Attach or
requirements to the Outlet Manager/
AF-Birth Certificate Chief, CRSD
and label it as Pro-
Bono.

3.3.2 Record the

request in the
logbook for control
and reporting
purposes.
4. Proceed to the 4.1 Check the AF and Total Fee 10 minutes Collecting Officer,
payment window. the requirements. Php 155.00 PSA Civil Registry
per copy System Outlet
4.1 Submit the AF 4.2 Encode the
and the required details of the Breakdown:
documents to the requests.
Payment Window. Processing
4.3 Accept the Fee:
4.2 Pay the corresponding -Php 125.00
corresponding fee for payment and
the request. generate an Official Documentar
Receipt (OR). y Stamp Tax
Reminder: -Php 30.00
4.4 Indicate therein
the date and

507
▪ Check the details estimated time of
in the issued release.
Official Receipt
(OR). 4.5 Give the OR to the
requester and return
▪ Make sure to the presented
count the change requirements as it will
before leaving the be submitted to the
counter Releasing Officer
prior to the issuance
of the requested
document.

For first-time job

seeker:

▪ Remind him/her Pursuant to PACD Officer,

that he/she can avail RA PSA Civil Registry
of the free copy 11261,issua System Outlet
issuance of his/her nce of (1)
Team Leader,
birth from the PSA one copy of
PSA Civil Registry
only once. Inform birth System Outlet
him/her to wait for certificate of
his/her name to be a first time Outlet Supervisor,
called at the job seeker is PSA Civil Registry
Releasing Area. to be issued System Outlet
for FREE.
4.6 Forward the AF to or
the Request Service Outlet Manager/
Officer (RSO) for Chief, CRSD
verification from the
Civil Registry System
(CRS) Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis Reminder: PSA Civil Registry
of details that has ▪ Process System Outlet
been written by the ing time
requester in the AF- maybe
Birth Certificate. extended
depending
As per business rule, on the
RSO must conduct result of
atleast five (5) unique verification
queries from the from the
CICA System CICA
pursuant to the System
issued PSA Office Help Desk Officer
Unisys Managed
Memorandum No.
Services Corp.
2021-139 dated
01 June 2021. Production and
Maintenance Unit
(PMU), Civil
1.1.1 In the event that Register
after verification, Management
there are special Division (CRMD)
cases/situations that
needs to be
addressed/resolved
first by the concerned
Back-End Processing
Unit, RSO log the

508
problem to the CRS
Help Desk System
(HDS) with the
following information:

- Image ID No
- Transaction Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the image
is okay and ready for
printing.

1.1.3 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.1.4 TL to inform the

client on the situation
and on the
rescheduled date of
release.

1.2 RSO to print the

result of the
verification of the
request in CRS
Security Paper
(SECPA).

1.2.1 In case, the

image of the birth
document from the
CRS database is
blurred, RSO to
attach a note to the
AF-Birth Certificate
with a message Barcode Controller,
“Blurred Image” to PSA Civil Registry
inform the Document System Outlet
Controller and
Matcher/Sorter.

1.3 Control the Sorter/Matcher,

printed document in PSA Civil Registry
SECPA using the System Outlet
QMS Releasing
Manager application. Team Leader,
PSA Civil Registry
1.4 Match and sort System Outlet
the printed document
with the Outlet Supervisor,
PSA Civil Registry
corresponding AF-
System Outlet
Birth Certificate.
or

509
 1.5 Forward the Outlet Manager/
document ready for Chief, CRSD
release to the
Releasing Area.

5. Proceed to the 5.1 Announce in None 20 minutes Releasing Officer,

Releasing Area and batch the names of PSA Civil Registry
wait for the document document owners System Outlet
owner’s name to be and the type of
Team Leader,
called. requests that are
PSA Civil Registry
ready for release. SystemOutlet

Outlet Supervisor
PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
6. Proceed to the 6.1 Check the OR as None 10 minutes Releasing Officer,
Releasing Window to the scheduled date PSA Civil Registry
where the and time of release. System Outlet
document’s name
was called. 6.2 Require the
Team Leader,
claimant to PSA Civil Registry
6.1 Present the present/submit the System Outlet
ORIGINAL OR and requirements and
other requirements. check for correctness
and completeness Outlet Supervisor
before releasing the PSA Civil Registry
request. System Outlet

6.2.1 In case, the

image of the birth or
Outlet Manager/
document from the
Chief, CRSD
CRS Database is
blurred,
Releaser/Care Officer
to explain to the client
the quality of the
printed document.

Reminder:

▪ The client must

be given an option to
have a clearer copy
of the birth document
through re-scanning
of the image.

6.2.2 If the client

agreed to have the
requested birth

510
 document be
subjected to re-
scanning,
Releaser/Care Officer
to inform the client on
the re-scheduled date
of release.
7. Check the 7.1 Require the None 5 minutes Releasing Officer,
document. claimant to sign the PSA Civil Registry
“Received by” portion System Outlet
7.1 Sign the and indicate the date
“Received by” of receipt at the back Team Leader,
PSA Civil Registry
portion at the back of of the AF. System Outlet
the AF and indicate
the date of receipt. 7.2 Ensure to write in Outlet Supervisor,
PRINT the name of PSA Civil Registry
the claimant, the type System Outlet
of ID presented, ID
number, releasing or
window number and Outlet Manager/
date and time of Chief, CRSD
release.

7.3 Stamp the OR as

“RELEASED” and
indicate the date of
release.

7.4 Affix the initials of

the Releasing Officer
in the OR.

7.5 Release the

requested document
to the claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 4.2: COPY ISSUANCE OF BIRTH
CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM OUTLET (LGU
HOSTED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS EXCLUSIVE OF
QUEUEING TIME.

Special Cases/Situations:
In the event that after verfication, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit, the following
processes will take place:
5) Outlet’s RSO to log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No
- Transaction Number
- Complete details of the request
- Description of the problem

6) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
7) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.
8) TL to inform the client on the situation and on the re-scheduled date of release.

511
REMINDER:
Copy issuance of birth documents that fall under special cases/situations require several
actions/steps that need to be undertaken outside of the Civil Registry System Outlet to
be able to deliver the requested document to the client. In this connection the Service
Classification is changed from SIMPLE to COMPLEX.

SITUATION ACTION LOCATION REMARKS

1. Copy of birth 1. The copy of the
record from the birth record that
CRS Database have extra or excess
have extra or page(s) are not to be
excess page(s) as printed and issued
follows: to the clients.
• Foot print of the 1.1 RSO to log the
child problem to the CRS Help Desk Officer
• Photo of the Help Desk System Unisys Managed
document owner (HDS) with the Services Corp.
• Marriage Contract following
of parents information:
• A record stamp
with LCRs - ID No.
signature - Transaction
• Other attachments Number
with foreign - Complete details of
languages the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

1.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
1.4 Document is for
pull-out from the
Archive for re-
Production and Refer to Service 9.
scanning and other
Maintenance Unit Processing of Civil
related processes.
(PMU), Registry
Documents

512
 1.5 Outlet to wait for Civil Register Requiring Manual
the re-scanned Management Retrieval and Re-
image to be Division scanning from the
uploaded to the Central Archive
CRS Database. through Help Desk
System on page
1.6 RSO to print the
223
re-scanned image in
CRS Security Paper
(SECPA).
2. RSO after 2. The mismatched
logging the details image should not be
based on the printed.
application form,
found another 2.1 RSO to log the Help Desk Officer
image of the birth problem to the CRS Unisys Managed
record from the Help Desk System Services Corp.
CRS Database (HDS) with the
even with the following
correct index details information:
(mismatched
Image) - Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

2.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

2.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

2.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
2.4 Document is for
pull-out from the Production and
Archive for re- Refer to Service 9.
Maintenance Unit
scanning and other Processing of Civil
(PMU),
related processes. Civil Register Registry
Management Documents
2.5 Outlet to wait for Division (CRMD) Requiring Manual
the re-scanned Retrieval and Re-
image to be scanning from the

513
 uploaded to the Central Archive
CRS Database. through Help Desk
System on page
2.6 RSO to print the
223
re-scanned image in
CRS Security Paper
(SECPA).
3. Image of the birth 3. The
record from the inverted/defective
CRS Database is image should not be
inverted or printed.
defective.
3.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

3.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

3.3 RSO to tag the

request for re- Refer to Service 9.
Production and
scanning in the RV Maintenance Unit Processing of Civil
Tracking System. (PMU), Registry
3.4 Document is for Civil Register Documents
pull-out from the Management Requiring Manual
Archive for re- Division (CRMD) Retrieval and Re-
scanning and other scanning from the
related processes. Central Archive
through Help Desk
3.5 Outlet to wait for System on page
the re-scanned 223
image to be

514
 uploaded to the
CRS Database.
3.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
4. Image of the birth 4. The
record from the corrupted/decrypted
CRS Database is image should not be
corrupted or printed.
decrypted (error in
viewing the image). 4.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

4.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

4.3 RSO to tag the Refer to Service 9.

Production and
request for re- Processing of Civil
Maintenance Unit
scanning in the RV (PMU), Registry
Tracking System. Civil Register Documents
4.4 Document is for Management Requiring Manual
pull-out from the Division (CRMD) Retrieval and Re-
Archive for re- scanning from the
scanning and other Central Archive
related processes. through Help Desk
System on page
4.5 Outlet to wait for 223
the re-scanned
image to be

515
 uploaded to the
CRS Database.
4.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
5. Image of the 5. Blurred copies of
birth document from document/s from the
the CRS Database CRS database, if
is blurred (or with possible, should not
unreadable entries ) be issued to clients
and must undergo
re-scanning.
5.1 RSO to log the
problem to the CRS Help Desk Officer
Help Desk System Unisys Managed
(HDS) with the Services Corp.
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

5.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

5.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

5.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
5.4 Document is for
pull-out from the Production and
Archive for re- Maintenance Unit Refer to Service 9.
scanning and other (PMU),
Processing of Civil
related processes. Civil Register
Registry
Management
Documents
Division (CRMD)

516
 5.5 Outlet to wait for Requiring Manual
the re-scanned Retrieval and Re-
image to be scanning from the
uploaded to the Central Archive
CRS Database. through Help Desk
System on page
5.6 RSO to print the
223
re-scanned image in
CRS Security Paper
(SECPA)
REMINDER:
▪ The client must
be given an
option to request
for a clearer copy
of the birth
document
through re-
scanning of the
image.
6. Double or 6. Double or multiple
multiple birth registration of a vital
records are event is not allowed.
available in the
6.1 RSO shall
CRS Database.
assess the records
and issue the timely
registered
document.
6.2 RSO shall
accomplish the
multiple registration
form.
6.3 Log the
document details to Help Desk Officer
the CRS Help Desk Unisys Managed
System for Bren Services Corp.
Linking.
6.4 HDO to
forwardsto Production and
concerned Back- Maintenance Unit,
End Unit for Civil Register
appropriate action. Management
Division (CRMD)
6.5 RSO to print the
timely registered
birth record in CRS
Security Paper
(SECPA).
7. Birth image has 7. All birth images
incorrect index in with incorrect
the CRS Database indices must be
updated and
submitted for
correction.

517
 7.1 RSO to report Production and Refer to Service 8.
and to submit the Maintenance Unit, Processing of
necessary index Civil Register Request for Index
correction through Management Correction of Civil
the use of Vital Division (CRMD) Registry
Event (F6) function Documents in the
of the CICA System. PSA Civil Registry
Help Desk Officer Database on page
7.2 In the event that
Unisys Managed 221
the index correction
Services Corp.
has not yet been
approved, RSO to
log the request to
the CRS Help Desk
System for follow
up.
REMINDER:
▪ It is only after the
request for index
correction has
been approved
that the RSO can
command the
printing of the
result of
verification.
8. Verification from 8. In the event that
the CRS Database the RSO, even after
resulted to Negative thorough
Certification but investigation from
with previously the CRS Database
issued birth record. resulted to the
issuance of a
Negative
Certification but the
client claims and
has proof that
he/she was
previously issued a
copy, it could be that
the document was
not scanned and
enrolled in the CRS
Database.
8.1 Care Officer to Care Officer,
require a photocopy PSA Civil Registry
of previously issued System Outlet
document from the
client.
8.2 Care Officer to
inform the client that
his/her request will
undergo manual
verification.

518
 8.3 Care Officer to
re-schedule the date
of release.
8.4 RSO to log the
problem in the RV
Tracking System
with the detailed
description of the
problem and the
date when the client
was able to get the
copy of the
document and
request for manual
verification and re-
scanning of the birth
document if
available.
Production and
8.5 Outlet to wait for Maintenance Unit
the result of the PMU), Civil
forwarded request Register
for manual Management
verification from Division (CRMD)
Production and
Maintenance Unit
(PMU).
8.6 RSO to print the
result of the manual
verification in CRS
Security Paper
(SECPA)
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 4.2: COPY ISSUANCE OF
BIRTH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (LGU HOSTED), UNDER SPECIAL CASES/SITUATIONS, IS SEVEN (7)
DAYS.

Service 5. Copy Issuance of Death Certificate (Walk-in clients) at PSA

Civil Registry System Outlet

Provision of copy of the death certificate of the deceased person available in the PSA
Civil Registry System (CRS) Database (converted documents).

519
5.1 Copy Issuance of Death Certificate (Walk-in clients) at PSA Civil
Registry System Outlet (PSA Operated)

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry
scanned QR Code Covid19 Tracker in Outlets.
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
By Type of Requester
1. Principal (Spouse, Parent, Son /
Daughter)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, PhilPost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
2. Special Case Clients
2.1 Nearest of kin of a deceased person
(other than the Spouse, Parent,
Son/Daughter)
Duly notarized Affidavit of Kinship (1 original) Lawyer/Notary Public
Valid Identity Document (ID) of the nearest of
Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, PhilPost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
2.2 Guardian of the deceased person,
below 18 years old (minor)
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the following:

1) Barangay Certification that the deceased Office of the Barangay where the Guardian
was living with the requesting party as currently resides.
his/her guardian at the time of death
(1 original)
2) School ID/Report Card of the minor that Educational institution recognized by the
indicates the name of the requester as Department of Education.
Guardian (1 original and 1 photocopy)

520
Valid Identity Document (ID) of the guardian Government Agencies, Non-Government
requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
3. Priority Clients
3.1 Senior Citizen requesting for the death
certificate of his/her spouse, parent and
son/daughter
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or local government units (LGUs)
PHOTO, FULL NAME IN PRINT, where the Senior Citizen resides, or PhilID,
SIGNATURE and issued by an official
authority (1 original)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
3.2 Physically Challenged Client/PWD
requesting for the death certificate of
his/her spouse, parents and son/daughter
PWD ID Card complete with CLEAR PHOTO, National Council on Disability Affairs
FULL NAME IN PRINT, SIGNATURE and (NCDA) Office of the Mayor, Office of the
issued by an official authority (1 original) Barangay, Department of Social Welfare
and Development or other organization with
Memorandum of Agreement with the
Department of Health, or PhilID.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
3.3 Pregnant Woman requesting for the
death certificate of her own spouse,
parents and son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued by Schools/Colleges/Universities
an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS (1
copy)
3.4 Health and Emergency Frontline
Service Provider requesting for a copy of
document of spouse, parents and
son/daughter
Employment ID of the Health and Emergency (i.e. DOH, DOH Hospitals, Hospitals of
Frontline Service Provider complete with LGUs, and Provincial,City, and Rural Health
CLEAR PHOTO, FULL NAME IN PRINT, Units, and Drug Abuse Treatment and
SIGNATURE and issued by an official Rehabilitation Centers, Philippine Red
authority(1 original) Cross, World Health Organization, Health
Maintenance Organizations, Philippine
Health Insurance Corporation, NDRRMC)

521
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS (1
copy)
FEES TO PROCESSI PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID NG TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that QTN None 1 minute Information
Number (QTN) is ready for Marshal/Security
distribution Guard

Outlet Supervisor
PSA Civil
Registry System
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form - Death necessary AF-Death Marshall,
Certificate (Yellow Certificate is made PSA Civil
Form) from the AF available at the AF Registry System
Outlet
dispenser and fill-out dispenser.
the required Team Leader,
information in PSA Civil
PRINTED Registry System
LETTERS. Outlet

Outlet Supervisor
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the AF and None 10 minutes Screener,
screening area. the requirements. PSA Civil
Registry System
3.1 Present the AF 3.2 Return the ID(s) Outlet
and the required and/or authorization
Team Leader,
documents to the letter/SPA to the PSA Civil
screener for requester as it will be Registry System
completeness check. presented and Outlet
submitted to the
Collecting Officer Outlet Supervisor,
prior to the issuance PSA Civil
of the requested Registry System
document. Outlet

or
Outlet Manager/
Chief, CRSD
4. Proceed to the 4.1 Check the AF and Total Fee 10 minutes Collecting Officer,
payment window. the requirements. Php PSA Civil
155.00 per Registry System
4.1 Submit the AF 4.2 Encode the details copy Outlet
and the required of the requests.
Team Leader,
documents to the Breakdow PSA Civil
Payment Window. 4.3 Accept the n: Registry System
corresponding Outlet
4.2 Pay the payment and Processin
corresponding fee for generate an Official g Fee: Outlet Supervisor,
the request. Receipt (OR). - Php PSA Civil
125.00 Registry System
Reminder: 4.4 Indicate therein Outlet
the date and
or
Outlet Manager/

522
 ▪ Check the estimated time of Document Chief, CRSD
details in the release. ary Stamp
issued Official Tax
Receipt (OR). 4.5 Give the OR to the
requester and return - Php
▪ Make sure to the presented 30.00
count the requirements as it will
change before be submitted to the
leaving the Releasing Officer
counter. prior to the issuance
of the requested
document.

For Priority Clients:

4.6 Write a “Priority

Lane or PL” in the AF
of the Priority Client
and instruct to remain
for the release of the
requested document
on Priority Lane
Releasing Windows

4.7 Forward the AF to

the Request Service
Officer (RSO) for
verification from the
Civil Registry System
(CRS) Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis Reminder: PSA Civil
of details that has Registry System
been written by the Processing Outlet
requester in the AF. time maybe
extended
As per business rule, depending
RSO must conduct on the
atleast five (5) unique result of
queries from the CICA verification
System pursuant to from the
the issued PSA Office CICA
Memorandum No. System Help Desk Officer
2021-139 dated Unisys Managed
Services Corp.
01 June 2021.
Production and
1.1.1 In the event that Maintenance Unit
after verification, (PMU), Civil
there are special Register
cases/situations that Management
needs to be Division (CRMD)
addressed/resolved
first by the concerned
Back-End Processing
Unit, RSO to log the
problem to the CRS
Help Desk System
(HDS) with the
following information:

- Image ID No

523
- Transaction Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the image
is okay and ready for
printing.

1.1.3 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.1.4 TL inform the

client on the situation
and on the
rescheduled date of
release

1.2 Print the result of

the verification of the
request in CRS
Security Paper
(SECPA).

1.2.1 In case, the

image of the death
document from the
CRS database is
blurred, RSO to
attach a note to the
AF-Death Certificate
with a message
“Blurred Image” to
inform the Document Barcode
Controller and Controller,
Matcher/Sorter PSA Civil
Registry System
1.3 Control the printed Outlet
document in SECPA
using the QMS Sorter/Matcher,
Releasing Manager PSA Civil
application. Registry System
Outlet
1.4 Match and sort the
printed document with Team Leader,
the corresponding AF. PSA Civil
Registry System
1.5 Forward the Outlet
document ready for
release to the Outlet
Releasing Area. Supervisor,
PSA Civil
Registry System
Outlet

or

524
 Outlet Manager/
Chief, CRSD
5. Proceed to the 5.1 Announce in None 20 minutes Releaser,
Releasing Area and batch the document PSA Civil
wait for the the owner’s/ deceased Registry System
deceased person’s person’s names and Outlet
name of to be called. the type of document
Team Leader,
being requested that PSA Civil
are ready for release. Registry System
Outlet

Outlet Supervisor,
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
6. Proceed to the 6.1 Check the OR as None 10 minutes Releaser,
Releasing Window to the scheduled date PSA Civil
where the deceased and time of release. Registry System
person’s name Outlet
was called. 6.2 Require the
Team Leader,
claimant to PSA Civil
6.1 Present the present/submit the Registry System
ORIGINAL OR and requirements and Outlet
other requirements. check for correctness
and completeness Outlet Supervisor,
before releasing the PSA Civil
request. Registry System
Outlet
6.2.1 In case, the
image of the death or
Outlet Manager/
document from the
Chief, CRSD
CRS Database is
blurred,
Releaser/Care Officer
to explain to the client
the quality of the
printed document.

Reminder:

▪ The client must be

given an option to
have a clearer copy of
the death document
through re-scanning
of the image.

6.2.2 If the client

agreed to have the
requested death
document be
subjected to re-
scanning,
Releaser/Care Officer
to inform the client on
the re-scheduled date
of release.

525
 7. Check the 7.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil
“Received by” portion Registry System
7.1 Sign the and indicate the date Outlet
“Received by” of receipt at the back
Team Leader,
portion at the back of of the AF. PSA Civil
the AF and indicate Registry System
the date of receipt. 7.2 Ensure to write in Outlet
PRINT the name of
the claimant, the type Outlet Supervisor,
of ID presented, ID PSA Civil
number, releasing Registry System
window number and Outlet
date and time of
release. or
Outlet Manager/
Chief, CRSD
7.3 Stamp the OR as
“RELEASED” and
indicate the date of
release.

7.4 Affix the initials of

the Releasing Officer
in the OR.

7.5 Release the

requested document
to the claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 5.1 : COPY ISSUANCE OF
DEATH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3)
HOURS EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:
In the event that after verification, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit the following
processes will take place:
9) Outlet’s RSO to log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No.
- Transaction Number
- Complete details of the request
- Description of the problem

10) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
11) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.
12) TL to inform the client on the situation and on the re-scheduled date of release.

REMINDER:
Copy issuance of death documents that fall under special cases/situations require several
actions/steps that need to be undertaken outside of the Civil Registry System Outlet to
be able to deliver the requested document to the client. In this connection the transaction
type of the Service is changed from SIMPLE to COMPLEX.

526
 SITUATION ACTION LOCATION REMARKS
1. Copy of death 1. The copy of the
record from the death record that
CRS Database have extra or excess
have extra or page(s) are not to
excess page(s). be printed and
issued to the clients.
1.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.,
(HDS) with the Ground Floor,
following CVEA Bldg., PSA
information: Complex East
Avenue, Quezon
-Image ID No. City
-Transaction
Number
-Complete details of
the request
-Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

1.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
1.4 Document is for
pull-out from the Refer to Service 9.
Archive for re- Processing of Civil
scanning and other Registry
related processes. Documents
Requiring Manual
1.5 Outlet to wait for Retrieval and Re-
the re-scanned scanning from the
image to be Production and Central Archive
uploaded to the Maintenance Unit through Help Desk
CRS Database. (PMU), System on page
Civil Register 513
1.6 Print the re- Management
scanned image in Division (CRMD),

527
 CRS Security Paper CRS Bldg., East
(SECPA). Avenue, Quezon
City

2. RSO after 2. The mismatched

logging the details image should not be
based on the printed.
application form, Help Desk Officer
found another 2.1 RSO to log the Unisys Managed
image of the death problem to the CRS Services Corp.,
record from the Help Desk System Ground Floor,
CRS Database (HDS) with the CVEA Bldg., PSA
even with the following Complex East
correct index details information: Avenue, Quezon
(mismatched City
Image) -Image ID No.
-Transaction
Number
-Complete details of
the request
-Description of the
problem

2.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

2.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

2.3 RSO to tag the

request for re-
scanning in the RV Refer to Service 9.
Tracking System. Processing of Civil
Registry
2.4 Document is for
Documents
pull-out from the
Requiring Manual
Archive for re-
Retrieval and Re-
scanning and other
scanning from the
related processes.
Production and Central Archive
2.5 Outlet to wait for Maintenance Unit through Help Desk
the re-scanned (PMU), System on page
image to be Civil Register 513
uploaded to the Management
CRS Database. Division (CRMD),

528
 2.6 Print the re-
scanned image in
CRS Security Paper
(SECPA).
3. Image of the 3. The
death record from inverted/defective
the CRS Database image should not be
is inverted or printed.
defective. Help Desk Officer
3.1 RSO to log the Unisys Managed
problem to the CRS Services Corp.,
Help Desk System
(HDS) with the
following
information:

-Image ID No.
-Transaction
Number
-Complete details of
the request
-Description of the
problem

3.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

3.3 RSO to tag the

request for re-
scanning in the RV Production and
Tracking System. Refer to Service 9.
Maintenance Unit Processing of Civil
3.4 Document is for (PMU),
Registry
Civil Register
pull-out from the Documents
Management
Archive for re- Requiring Manual
Division (CRMD),
scanning and other Retrieval and Re-
related processes. scanning from the
Central Archive
3.5 Outlet to wait for
through Help Desk
the re-scanned
System on page
image to be
513
uploaded to the
CRS Database.

529
 3.6 Print the re-
scanned image in
CRS Security Paper
(SECPA).
4. Image of the 4. The
death record from corrupted/decrypted
the CRS Database image should not be
is corrupted or printed.
decrypted (error in Help Desk Officer
viewing the image). 4.1 RSO to log the Unisys Managed
problem to the CRS Services Corp.,
Help Desk System
(HDS) with the
following
information:

-Image ID No.
-Transaction
Number
-Complete details of
the request
-Description of the
problem

4.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

4.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
Production and
4.4 Document is for Refer to Service 9.
Maintenance Unit
pull-out from the Processing of Civil
(PMU),
Civil Register Registry
Archive for re-
scanning and other Management Documents
related processes. Division (CRMD), Requiring Manual
Retrieval and Re-
4.5 Outlet to wait for scanning from the
the re-scanned Central Archive
image to be through Help Desk
uploaded to the System on page
CRS Database. 513

530
 4.6 Print the re-
scanned image in
CRS Security Paper
(SECPA).
5. Image of the 5. Blurred copies of
death document document/s from the
.
from the CRS CRS database, if
Database is blurred possible, should not
(or with unreadable be issued to clients
entries ) and must undergo
re-scanning. Help Desk Officer
5.1 RSO to log the Unisys Managed
problem to the CRS Services Corp.,
Help Desk System
(HDS) with the
following
information:

-Image ID No.
-Transaction
Number
-Complete details of
the request
-Description of the
problem

5.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

5.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

5.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
5.4 Document is for Refer to Service 9.
pull-out from the Processing of Civil
Archive for re- Production and Registry
scanning and other Maintenance Unit Documents
related processes. (PMU), Requiring Manual
Civil Register Retrieval and Re-
5.5 Outlet to wait for scanning from the
Management
the re-scanned Central Archive
Division (CRMD),
image to be through Help Desk

531
 uploaded to the System on page
CRS Database. 513
5.6 Print the re-
scanned image in
CRS Security Paper
(SECPA)
REMINDER:
The client must be
given an option to
request for a clearer
copy of the
document from the
concerned LCRO.
6. Image of the 6. All death images
death document with incorrect
has incorrect index indices must be
in the CRS updated and
Database. submitted for
correction.
6.1 RSO to report
and to submit the
necessary index
correction through
the use of Vital
Event (F6) function
of the CICA System.
6.2 In the event that Refer to Service 8.
the index correction Processing of
has not yet been Request for Index
Production and
approved, RSO to Correction of Civil
Maintenance Unit
log the request to (PMU), Civil Registry
the CRS Help Desk Register Documents in the
System for follow Management PSA Civil Registry
up. Division (CRMD), Database on page
CRS Bldg., East 511
REMINDER:
Avenue, Quezon
It is only after the City
request for index
correction has been Help Desk Officer
approved that the Unisys Managed
RSO can command Services Corp.,
the printing of the
result of verification.
7. Verification from 7. In the event that
the CRS Database the RSO, even after
resulted to Negative thorough verification
Certification but from the CRS
with previously Database resulted
issued death to the issuance of a
record. Negative
Certification but the
client claims and
has proof that
he/she was
previously issued a

532
 copy, it could be that
the document was Care Officer,
not scanned and Public Assistance
enrolled in the CRS and Complaints
Database. Desk (PACD), PSA
7.1 PACD/Care Civil Registry
Officer to require a System Outlet
photocopy of Refer to Service 9.
previously issued Processing of Civil
document from the Registry
client. Documents
7.2 PACD/Care Requiring Manual
Officer to inform the Retrieval and Re-
client that his/her scanning from the
request will undergo Central Archive
manual verification. through Help Desk
System on page
7.3 Care Officer to 513
re-schedule the date
of release.
7.4 RSO to log the Production and
problem in the RV Maintenance Unit
Tracking System PMU), Civil
Register
with the detailed
Management
description of the
Division (CRMD),
problem and the
date when the client
was able to get the
copy of the
document and
request for manual
verification and re-
scanning of the
death document if
available.
7.5 Outlet to wait for
the result of the
forwarded request
for manual
verification from
Production and
Maintenance Unit
(PMU).
7.6 Print the result of
the manual
verification in CRS
Security Paper
(SECPA).
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 5: COPY ISSUANCE OF
DEATH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET, UNDER SPECIAL CASES/SITUATIONS, IS SEVEN (7) DAYS.

5.2 Copy Issuance of Death Certificate (Walk-in clients) at PSA Civil

Registry System Outlet (LGU Hosted)

533
Office or Division: Civil Registration Services Division (CRSD)
Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry
scanned QR Code Covid19 Tracker in Outlets.
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
By Type of Requester
1. Principal (Spouse, Parent, Son/
Daughter)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e.,DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance
Death Certificate (Yellow Form) of the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
2. Special Cases Clients
2.1 Nearest of kin of a deceased person
(other than the Spouse, Parent,
Son/Daughter)
Duly notarized Affidavit of Kinship (1 original) Lawyer/ Notary Public
Valid Identity Document (ID) of the nearest of
Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance
Death Certificate (Yellow Form) of the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
2.2 Guardian of the deceased person,
below 18 years old (minor)
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the following:

1) Barangay Certification that the deceased
was living with the requesting party as his/
her guardian at the time of death
(1original)
2) School ID/Report Card of the deceased
that indicate the name of the requester as
Office of the Barangay where the Guardian
currently resides
Educational institution recognized by the
Department of Education.

534
 Guardian (1 original and 1 photocopy)
Valid Identity Document (ID) of the Guardian Government Agencies, Non-Government
requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance
Death Certificate (Yellow Form) of the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
3. Priority Clients
3.1 Senior Citizen requesting for the death
certificate of his/her spouse, parents and
son/daughter
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or local government units (LGUs)
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance
Death Certificate (Yellow Form) of the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
3.2 Physically Challenged Client/PWD
requesting for the death certificate of
his/her spouse, parents and son/daughter
PWD ID Card complete with CLEAR PHOTO, National Council on Disability Affairs
FULL NAME IN PRINT, SIGNATURE and (NCDA) Office of the Mayor, Office of the
issued by an official authority (1 original) Barangay, Department of Social Welfare
and Development or other organization with
Memorandum of Agreement with the
Department of Health.
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance
Death Certificate (Yellow Form) of the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
3.3 Pregnant Woman requesting for the
death certificate of her own spouse,
parents and son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued by Schools/Colleges/Universities
an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance
Death Certificate (Yellow Form) of the outlet
accomplished in PRINTED LETTERS
(1 copy)

535
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
3.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of her own document,
spouse, parents and son/daughter
Employment ID of the Health and Emergency Public or private health and emergency
Frontline Service Provider complete with service providing institutions or
CLEAR PHOTO, FULL NAME IN PRINT, organizations (i.e. DOH, DOH Hospitals,
SIGNATURE and issued by an official Hospitals of LGUs, and Provincial,City, and
authority(1 original) Rural Health Units, and Drug Abuse
Treatment and Rehabilitation Centers,
Philippine Red Cross, World Health
Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF) - Information Marshal’s desk at the entrance
Death Certificate (Yellow Form) of the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that the None 1 minute Information
Number (QTN) from necessary QTN is Marshal,
the Information made available for the PSA Civil Registry
Marshal Desk after clients. System Outlet
payment of Local
Team Leader,
Government Unit’s PSA Civil Registry
(LGU’s) Add-on Fee System Outlet
as per City
Ordinance. Outlet Supervisor,
PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form-Death necessary AF-Death Marshal,
Certificate (Yellow Certificate is made PSA Civil Registry
Form) from available at the System Outlet
Information Information Marshal’s
Team Leader,
Marshal’s desk and desk. PSA Civil Registry
fill-out the required System Outlet
information in
PRINTED Outlet Supervisor,
LETTERS. PSA Civil Registry
System Outlet

or
Outlet Manage/,
Chief, CRSD
3. Proceed to the 3.1 Screen the AF and None 10 minutes Screener,
screening area. the requirements. PSA Civil
Registry System
3.1 Present the AF 3.2 Return the ID(s) Outlet
and the required and/or authorization
Team Leader,
documents to the letter/SPA to the

536
screener for requester as it will be PSA Civil
completeness check. presented and Registry System
submitted to the Outlet
Collecting Officer
prior to the payment of Outlet Supervisor
PSA Civil
corresponding fees Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
4. Proceed to the 4.1 Check the AF and Total Fee 10 minutes Collecting Officer,
payment window. the requirements. Php PSA Civil
155.00 per Registry System
4.1 Submit the AF 4.2 Encode the details copy Outlet
and the required of the requests.
Team Leader,
documents to the Breakdow PSA Civil
Payment Window. 4.3 Accept the n: Registry System
corresponding Outlet
4.2 Pay the payment and Processin
corresponding fee for generate an Official g Fee: Outlet Supervisor
the request. Receipt (OR). PSA Civil
- Php Registry System
Reminder: 4.4 Indicate therein 125.00 Outlet
the date and
▪ Check the details estimated time of Document or
in the issued release. ary Stamp Outlet Manager/
Chief, CRSD
Official Receipt Tax
(OR). 4.5 Give the OR to the
requester and return - Php
▪ Make sure to the presented 30.00
count the change requirements as it will
before leaving the be submitted to the
counter Releasing Officer
prior to the issuance
of the requested
document.

4.6 Forward the AF to

the Request Service
Officer (RSO) for
verification from the
Civil Registry System
(CRS) Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis Reminder: PSA Civil
of details that has Registry System
been written by the ▪ Process Outlet
requester in the AF- ing time
Death Certificate maybe
extended
As per business rule, depending
RSO must conduct on the
atleast five (5) unique result of
queries from the CICA verification
System pursuant to from the
the issued PSA Office CICA
Memorandum No. System Help Desk Officer
2021-139 dated Unisys Managed
Services Corp.
01 June 2021.

537
1.1.1 In the event that Production and
after verification, Maintenance
there are special (PMU) Unit, Civil
cases/situations that Register
needs to be Management
Division (CRMD)
addressed/resolved
first by the concerned
Back-End Processing
Unit, RSO to log the
problem to the CRS
Help Desk System
(HDS) with the
following information:

- Image ID No
- Transaction Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the image
is okay and ready for
printing.

1.1.3 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.1.4 TL to inform the

client on the situation
and on the
rescheduled date of
release

1.2 RSO to print the

result of the
verification of the
request in CRS
Security Paper
(SECPA).

1.2.1 In case, the

image of the death
document from the
CRS database is
blurred, RSO to
attach a note to the
AF-Death Certificate
with a message
“Blurred Image” to
inform the Document Barcode
Controller and Controller,
Matcher/Sorter PSA Civil
Registry System
Outlet
1.3 Control the printed
document in SECPA Sorter/Matcher,
using the QMS PSA Civil

538
 Releasing Manager Registry System
application. Outlet

1.4 Match and sort the Team Leader,

printed document with PSA Civil
Registry System
the corresponding Outlet
AF-Death Certificate.
Outlet Supervisor,
1.5 Forward the PSA Civil
document ready for Registry System
release to the Outlet
Releasing Area. or
Outlet Manager/
Chief, CRSD
5. Proceed to the 5.1 Announce in None 20 minutes Releasing Officer,
Releasing Area and batch the names of PSA Civil
wait for the of the the document owners/ Registry System
deceased person’s deceased persons Outlet
name to be called. and the type of
Team Leader,
requests that are PSA Civil
ready for release. Registry
SystemOutlet

Outlet Supervisor
PSA Civil
RegistrySystem
Outlet
or
Outlet Manager/
Chief, CRSD
6. Proceed to the 6.1 Check the OR as None 10 minutes Releaser,
Releasing Window to the scheduled date PSA Civil
where the name of and time of release. Registry System
the deceased Outlet
person’s was called. 6.2 Require the
Team Leader,
claimant to PSA Civil
6.1 Present the present/submit the Registry System
ORIGINAL OR and requirements and Outlet
other requirements. check for correctness
and completeness Outlet Supervisor,
before releasing the PSA Civil
request. Registry System
Outlet
6.2.1 In case, the
image of the death or
Outlet Manager/
document from the
Chief, CRSD
CRS Database is
blurred, Releaser/
Care Officer to
explain to the client
the quality of the
printed document.

Reminder:

▪ The client must be

given an option to
have a clearer copy of
the death document
through re-scanning
of the image.

539
 6.2.2 If the client
agreed to have the
requested death
document be
subjected to re-
scanning, Releaser/
Care Officer to inform
the client on the re-
scheduled date of
release.
7. Check the 7.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil
“Received by” portion Registry System
7.1 Sign the and indicate the date Outlet
“Received by” of receipt at the back
Team Leader,
portion at the back of of the AF. PSA Civil
the AF and indicate Registry System
the date of receipt. 7.2 Ensure to write in Outlet
PRINT the name of
the claimant, the type Outlet Supervisor,
of ID presented, ID PSA Civil
number, releasing Registry System
window number and Outlet
date and time of
release. or
Outlet Manager/
Chief, CRSD
7.3 Stamp the OR as
“RELEASED” and
indicate the date of
release.

7.4 Affix the initials of

the Releasing Officer
in the OR.

7.5 Release the

requested document
to the claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 5.2: COPY ISSUANCE OF
DEATH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (LGU HOSTED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS
EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:
In the event that after verfication, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit the following
processes will take place:
13) Outlet’s RSO to log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No.
- Transaction Number
- Complete details of the request
- Description of the problem
14) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
15) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.

540
 16) TL to inform the client on the situation and on the re-scheduled date of release

REMINDER:
Copy issuance of death documents that fall under special cases/situations require several
actions/steps that need to be undertaken outside of the Civil Registry System Outlet to
be able to deliver the requested document to the client. In this connection the Service
Classification is changed from SIMPLE to COMPLEX.

SITUATION ACTION LOCATION REMARKS

1. Copy of death 1. The copy of the
record from the death record that
CRS Database have extra or
have extra or excess page(s) are
excess page(s). not to be printed and
issued to the clients.
1.1 RSO to log the
problem to the CRS Help Desk Officer
Help Desk System Unisys Managed
(HDS) with the Services Corp.
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

1.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
1.4 Document is for
pull-out from the Refer to Service 9.
Archive for re- Production and Processing of Civil
scanning and other Maintenance Unit Registry
related processes. (PMU), Documents
Requiring Manual

541
 1.5 Outlet to wait for Civil Register Retrieval and Re-
the re-scanned Management scanning from the
image to be Division (CRMD) Central Archive
uploaded to the through Help Desk
CRS Database. System on page
223
1.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
2. RSO after 2. The mismatched
logging the details image should not be
based on the printed.
application form, Help Desk Officer
found another 2.1 RSO to log the Unisys Managed
image of the death problem to the CRS Services Corp.
record from the Help Desk System
CRS Database (HDS) with the
even with the following
correct index details information:
(mismatched
Image) - Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

2.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

2.2.1 TL to inform
the client on the
situation and on the
re-scheduled date
of release.

2.3 RSO to tag the

Production and Refer to Service 9.
request for re-
Maintenance Unit Processing of Civil
scanning in the RV
(PMU), Registry
Tracking System.
Civil Register Documents
2.4 Document is for Management Requiring Manual
pull-out from the Division (CRMD) Retrieval and Re-
Archive for re- scanning from the
scanning and other Central Archive
related processes. through Help Desk
System on page
2.5 Outlet to wait for 223
the re-scanned
image to be

542
 uploaded to the
CRS Database.
2.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
3. Image of the 3. The
death record from inverted/defective
the CRS Database image should not be
is inverted or printed.
defective.
3.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

3.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

3.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
Refer to Service 9.
3.4 Document is for Processing of Civil
pull-out from the Production and Registry
Archive for re- Maintenance Unit Documents
scanning and other (PMU), Requiring Manual
related processes. Civil Register Retrieval and Re-
Management scanning from the
3.5 Outlet to wait for
Division (CRMD) Central Archive
the re-scanned
image to be through Help Desk

543
 uploaded to the System on page
CRS Database. 223
3.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
4. Image of the 4. The corrupted/
death record from decrypted image
the CRS Database should not be
is corrupted or printed.
decrypted (error in
viewing the image). 4.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

4.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.2.1 TL to inform
the client on the
situation and on the
re-scheduled date
of release.

4.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
4.4 Document is for Production and Refer to Service 9.
pull-out from the Maintenance Unit Processing of Civil
Archive for re- (PMU), Civil Registry
scanning and other Register Documents
related processes. Management Requiring Manual
Division (CRMD) Retrieval and Re-
4.5 Outlet to wait for scanning from the
the re-scanned Central Archive
image to be through Help Desk

544
 uploaded to the System on page
CRS Database. 223
4.6 Print the re-
scanned image in
CRS Security Paper
(SECPA).
5. Image of the 5. Blurred copies of
death document document/s from
from the CRS the CRS database,
Database is blurred if possible, should
(or with unreadable not be issued to
entries ) clients and must
undergo re-
scanning.
5.1 RSO to log the
Help Desk Officer
problem to the CRS
Unisys Managed
Help Desk System
Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

5.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

5.2.1 TL to inform
the client on the
situation and on the
re-scheduled date
of release.

5.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
5.4 Document is for
pull-out from the Production and Refer to Service 9.
Archive for re- Maintenance Unit Processing of Civil
scanning and other (PMU), Civil Registry
related processes. Register Documents
Requiring Manual

545
 5.5 Outlet to wait for Management Retrieval and Re-
the re-scanned Division (CRMD) scanning from the
image to be Central Archive
uploaded to the through Help Desk
CRS Database. System on page
223
5.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA)
REMINDER:
▪ The client must
be given an option
to request for a
clearer copy of the
death document
through re-scanning
of the image.
6. Image of the 6. All death images
death document with incorrect
has incorrect index indices must be
in the CRS updated and
Database. submitted for
correction.
6.1 RSO to report
Production and Refer to Service 8.
and to submit the Maintenance Unit Processing of
necessary index (PMU), Civil Request for Index
correction through Register Correction of Civil
the use of Vital Management Registry
Event (F6) function Division (CRMD) Documents in the
of the CICA System.
PSA Civil Registry
6.2 In the event that Database on page
Help Desk Officer
the index correction 221
Unisys Managed
has not yet been
Services Corp.
approved, RSO to
log the request to
the CRS Help Desk
System for follow
up.
REMINDER:
▪ It is only after
the request for index
correction has been
approved that the
RSO can command
the printing of the
result of verification.
7. Verification from 7. In the event that
the CRS Database the RSO, even after
resulted to Negative thorough verification
Certification but from the CRS
with previously Database resulted
issued death to the issuance of a
record. Negative
Certification but the
client claims and

546
 has proof that
he/she was
previously issued a
copy, it could be that
the document was
not scanned and
enrolled in the CRS
Database.
7.1 Care Officer to
require a photocopy
of previously issued Care Officer,
document from the PSA Civil Registry
client. System Outlet
7.2 Care Officer to
inform the client that
his/her request will
undergo manual
verification.
7.3 Care Officer to
re-schedule the
date of release.
7.4 RSO to log the
problem in the RV
Production and
Tracking System
Maintenance Unit
with the detailed PMU), Civil
description of the Register
problem and the Management
date when the client Division (CRMD)
was able to get the
copy of the
document and
request for manual
verification and re-
scanning of the
death document, if
available.
7.5 Outlet to wait for
the result of the
forwarded request
for manual
verification from
Production and
Maintenance Unit
(PMU).
7.6 RSO to print the
result of the manual
verification in CRS
Security Paper
(SECPA).

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 5.2: COPY ISSUANCE OF

DEATH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (LGU HOSTED), UNDER SPECIAL CASES/SITUATIONS, IS SEVEN (7)
DAYS.

547
Service 6: Copy Issuance of Marriage Certificate (Walk-in clients) at
PSA Civil Registry System Outlet

Provision of copy of the Contract of Marriage between two individuals available in the
PSA Civil Registry Database (converted documents).

6.1 Copy Issuance of Marriage Certificate (Walk-in clients) at PSA Civil

Registry System Outlet (PSA Operated)

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force
for Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
By Type of Requester
1. Principal (Spouses/Husband and
Wife)
Valid Identity Document (ID) of any of the Government Agencies, Non-Government
contracting parties complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
– Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
2. Direct Descendant (Son/Daughter)
Valid Identity Document (ID) of the direct Government Agencies, Non-Government
descendant of the contracting parties Organizations, Private entities,
complete with CLEAR PHOTO, FULL Schools/Colleges/Universities
NAME IN PRINTS, SIGNATURE and (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
issued by an official authority (1 original and PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
1 photocopy). PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
– Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
3. Nearest of kin, if both contracting
parties are deceased (Biological or
Legal Parent/Brother/Sister/
Grandparent)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original)
Valid Identity Document (ID) of the nearest Government Agencies, Non-Government
of kin requesting the document complete Organizations, Private entities,
with CLEAR PHOTO, FULL NAME IN Schools/Colleges/Universities
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
official authority (1 original and 1 PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
photocopy) PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)

548
4. Authorized Representative
Valid Identity Document (ID) of any of the
contracting parties (husband or wife)
authorizing the representative complete
with CLEAR PHOTO, FULL NAME IN
PRINT, SIGNATURE and issued by an
official authority (1 original and
1 photocopy)
Reminder:
▪ For Authorization letter/Special Power
of Attorney (SPA) received from abroad,
document owner should provide a
scanned/photocopy of the passport as
valid ID.
Valid Identity Document (ID) of the
authorized representative complete with
CLEAR PHOTO, FULL NAME IN PRINT
and SIGNATURE and issued by an official
authority (1 original and 1 photocopy)
Authorization letter or duly notarized Any of the contracting parties (husband or
Special Power of Attorney (1 original) wife) authorizing the representative
complying with the following requirements:
Any of the contracting parties (husband or
wife) authorizing the representative.
Valid ID of any of the contracting parties
should be issued by Government Agencies,
Non-Government Organizations, Private
entities, Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Government Agencies, Non-Government
Organizations, Private entities,
Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)

1) written in a clean sheet of paper and

dated;
2) indicates the type of document, the
number of copies and the specific
details of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bears the fresh signature of any of the
contracting parties (husband or wife)
that matches his/her valid ID.
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
5. Priority Clients
5.1 Senior Citizen requesting for his/her
own marriage document and his/her
parents
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age with CLEAR PHOTO, and/or local government units (LGUs) or
FULL NAME IN PRINT, SIGNATURE and PhilID.
issued by an official authority (1 original)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
5.2 Physically Challenged Client/PWD
requesting for his/her marriage
document and his/her parents
PWD ID Card complete with CLEAR National Council on Disability Affairs (NCDA)
PHOTO, FULL NAME IN PRINT, Office of the Mayor, Office of the Barangay,
SIGNATURE and issued by an official Department of Social Welfare and
authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health, or PhilID.

549
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
– Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
5.3 Pregnant Woman requesting for her
own marriage document and her parents
Valid Identity Document (ID) of the Government Agencies, Non-Government
pregnant woman complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
6. First Time Job Seeker (RA 11261)

Reminder:

▪ Request for a copy issuance of marriage

certificate cannot be delegated to a
representative and can only be availed
once
Duly signed Barangay Certification from Punong barangay or his/her authorized officer
his/her place of residence (1 original)
Oath of Undertaking executed by the First Office of the Barangay where the First Time
Time Job Seeker (1 original and 1 Job Seekers currently resides
photocopy)
Valid Identity Document (ID) of the first time Government Agencies, Educational
job seeker with PHOTO, FULL NAME IN Institutions
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
official authority (1 original and PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
1 photocopy) PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
7. Health and Emergency Frontline
Service Provider requesting for copy
issuance of her own document, spouse,
parents and son/daughter
Employment ID of the Health and Public or private health and emergency
Emergency Frontline Service Provider service providing institutions or organizations
complete with CLEAR PHOTO, FULL (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
NAME IN PRINT, SIGNATURE and issued and Provincial,City, and Rural Health Units,
by an official authority(1 original) and Drug Abuse Treatment and Rehabilitation
Centers, Philippine Red Cross, World Health
Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
AGENCY FEES TO PROCESS PERSON
CLIENT STEPS
ACTIONS BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that None 1 minute Information
Number (QTN) QTN is ready for Marshal/Security
distribution Guard

Outlet Supervisor

550
 PSA Civil
Registry System
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form - Marriage necessary AF- Marshal,
Certificate (Pink Marriage Certificate PSA Civil
Form) from the AF is made available at Registry System
dispenser and fill-out the AF dispenser. Outlet
the required Team Leader,
information in PSA Civil
PRINTED Registry System
LETTERS. Outlet

Outlet Supervisor
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil
requirements. Registry System
3.1 Present the AF Outlet
and the required 3.2 Return the ID(s)
documents to the and/or authorization
screener for letter/SPA to the
completeness check. requester as it will
be presented and
submitted to the
Releasing Officer
▪ First Time Job prior to the issuance
Seeker, proceed to of the requested
the Public document.
Assistance and
Complaints Desk For first time job
(PACD) seeker:

3.3 Stamp the

submitted
requirements as Care Officer,
officially “Received Public Assistance
by” PSA. Endorse and Complaints
the First Time Job Desk (PACD),
Seeker to the Office PSA Civil
of the Outlet Registry System
Supervisor. Outlet

3.4 Accept the

requirements and
indicate therein the
date of receipt and Coordinator,
collect them. Attach Office of the
requirements to the Outlet Supervisor,
AF and label it as PSA Civil
Pro-Bono. Registry System
Outlet
3.5 Record the
Team Leader,
request in the PSA Civil
logbook for control Registry System
and reporting Outlet
purposes.
Outlet Supervisor,

551
 PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
4. Proceed to the 4.1 Check the AF Total Fee 10 minutes Collecting Officer,
payment window. and the Php 155.00 PSA Civil
requirements. per copy Registry System
4.1 Submit the AF Outlet
and the required 4.2 Encode the Breakdown:
Team Leader,
documents to the details of the PSA Civil
Payment Window. requests. Processing Registry System
Fee: Outlet
4.2 Pay the 4.3 Accept the - Php 125.00
corresponding fee for corresponding
the request. payment and Documentar
generate an Official y Stamp Tax
Reminder: Receipt (OR). - Php 30.00

▪ Check the details 4.4 Indicate therein

in the issued the date and
Official Receipt estimated time of
(OR). release.

▪ Make sure to 4.5 Give the OR to

count the change the requester and
before leaving the return the
counter. presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
requested
document.

For first time job Pursuant to

seeker: RA 11261,
the issuance
▪ Remind him/her of (1) one
that he/she can copy of Coordinator,
avail of the free marriage Office of the
Outlet Supervisor,
copy issuance of certificate of
PSA Civil
his/her marriage a first time Registry System
certificate from job seeker is Outlet
the PSA only to be issued
once. for FREE
Outlet Supervisor,
4.3 Issue a claim PSA Civil
stub to First Time Registry System
Job Seeker and Outlet
indicate therein the
date and estimated
or
time of release.
Outlet Manager/
Chief, CRSD
4.4 Inform him/her
to wait for his/her
name to be called at
the Releasing Area.

552
 For Priority
Clients:

4.5 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct
to remain for the
release of the
requested
document on
Priority Lane
Releasing Windows

4.6 Forward the AF

to the Request
Service Officer
(RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis Reminder: PSA Civil
of details that has Registry System
been written by the ▪ Process Outlet
requester in the AF. ing time
maybe
As per business extended
rule, RSO must depending
conduct atleast five on the
(5) unique queries result of
from the CICA verification
System pursuant to from the
the issued PSA CICA
Office System
Memorandum No.
Help Desk Officer
2021-139 dated Unisys Managed
01 June 2021. Services Corp.

1.1.1 In the event Production and

that after Maintenance Unit
verification, there (PMU), Civil
are special Register
cases/situations Management
that needs to be Division (CRMD)
addressed/resolved
first by the
concerned Back-
End Processing
Unit, RSO to log the
problem to the CRS
Help Desk System
(HDS) with the
following
information:

- Image ID No
- Transaction
Number

553
- Complete details
of the request
- Description of the
problem

1.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

1.1.3 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.1.4 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.2 RSO to print the

result of the
verification of the
request in CRS
Security Paper
(SECPA).

1.2.1 In case, the

image of the
marriage document
from the CRS
database is blurred,
RSO to attach a
note to the AF-
Marriage Certificate
with a message
“Blurred Image” to
inform the Barcode
Document Controller,
Controller and PSA Civil
Matcher/Sorter. Registry System
Outlet
1.3 Control the
printed document in Sorter/Matcher,
SECPA using the PSA Civil
Registry System
QMS Releasing
Outlet
Manager
application. Team Leader,
PSA Civil
1.4 Match and sort Registry System
the printed Outlet
document with the
corresponding AF. Outlet Supervisor,
PSA Civil
1.5 Forward the Registry System
document ready for Outlet
release to the
or
Releasing Area. Outlet Manager/
Chief, CRSD

554
5. Proceed to the 5. Announce in None 20 minutes Releaser,
Releasing Area and batch the names of PSA Civil
wait for the name of document owners Registry System
document owner and the type of Outlet
(husband’s name) to requests that are
Team Leader,
be called. ready for release. PSA Civil
Registry System
Outlet

Outlet Supervisor,
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
6. Proceed to the 6.1 Check the OR None 10 minutes Releaser,
Releasing Window as to the scheduled PSA Civil
where the client’s date and time of Registry System
name was called release. Outlet

Team Leader,
6.1 Present the 6.2 Require the PSA Civil
ORIGINAL OR and claimant to present/ Registry System
other requirements. submit the Outlet
requirements and
check for Outlet Supervisor,
correctness and PSA Civil
completeness Registry System
before releasing the Outlet
request.
or
Outlet Manager/
6.2.1 In case the
Chief, CRSD
image of the
marriage document
from the CRS
Database is blurred,
Care Officer to
explain to the client
the quality of the
printed document.

Reminder:

▪ The client must

be given an
option to have a
clearer copy of
the marriage
document
through re-
scanning of the
image.

6.2.2 If the client

agreed to have the
requested marriage
document be
subjected to re-
scanning, Care
Officer to inform the
client on the re-

555
 scheduled date of
release.

For first time job

seeker:
6.3 Reflect the
6.2 First Time Job result of verification
Seeker to present on the logbook/
claim stub excel file.

6.4 Ensure that the

ID and claim stub is
submitted by the
first time job seeker.
7. Check the 7.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil
“Received by” Registry System
7.1 Sign the portion and indicate Outlet
“Received by” the date of receipt
Team Leader,
portion at the back of at the back of the PSA Civil
the AF and indicate AF. Registry System
the date of receipt. Outlet
7.2 Ensure to write
in PRINT the name Outlet Supervisor,
of the claimant, the PSA Civil
type of ID Registry System
presented, ID Outlet
number, releasing
window number and or
Outlet Manager/
date and time of
Chief CRSD
release.

7.3 Stamp the OR

as “RELEASED”
and indicate the
date of release.

7.4 Affix the initials

of the Releaser in
the OR.

7.5 Release the

requested
document to the
claimant.

For first time job

seeker:

7.2 First Time Job 7.6 Require the

Seeker to sign in the First Time Job
control logbook Seeker to sign in
the control logbook.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 6.1: COPY ISSUANCE OF
MARRIAGE CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3)
HOURS EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:

556
In the event that after verfication, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit the following
processes will take place:
17) Outlet’s RSO to log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No.
- Transaction Number
- Complete details of the request
- Description of the problem
18) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
19) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.
20) TL to inform the client on the situation and on the re-scheduled date of release.

REMINDER:
Copy issuance of marriage documents that fall under special cases/situations require
several actions/steps that need to be undertaken outside of the Civil Registry System
Outlet to be able to deliver the requested document to the client. In this connection the
Service Classification is changed from SIMPLE to COMPLEX.

SITUATION ACTION LOCATION REMARKS

1. Copy of marriage 1. The copy of the
record from the marriage record that
CRS Database have extra or excess
have extra or page(s) are not to
excess page(s). be printed and
issued to the clients.
1.1 RSO to log the
problem to the CRS
Help Desk System
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the Help Desk Officer
image is okay and Unisys Managed
ready for printing. Services Corp.

1.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

557
 1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
1.4 Document is for
pull-out from the
Archive for re- Refer to Service 9.
Production and Processing of Civil
scanning and other
Maintenance Unit Registry
related processes.
(PMU),
Documents
1.5 Outlet to wait for Civil Register
Requiring Manual
the re-scanned Management
Retrieval and Re-
image to be Division (CRMD)
scanning from the
uploaded to the Central Archive
CRS Database. through Help Desk
1.6 RSO to print the System on page
re-scanned image in 223
CRS Security Paper
(SECPA).

2. RSO after 2. The mismatched

logging the details image should not be
based on the printed.
application form,
found another 2.1 RSO to log the
problem to the CRS Help Desk Officer
image of the Unisys Managed
marriage record Help Desk System
(HDS) with the Services Corp.
from the CRS
Database even with following
the correct index information:
details
(mismatched - Image ID No.
Image) - Transaction
Number
- Complete details of
the request
- Description of the
problem

2.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

558
 2.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

2.3 RSO to tag the

request for re-
scanning in the RV
Tracking System. Refer to Service 9.
2.4 Document is for Production and Processing of Civil
pull-out from the Maintenance Unit Registry
Archive for re- (PMU), Documents
scanning and other Civil Register Requiring Manual
related processes. Management Retrieval and Re-
Division (CRMD) scanning from the
2.5 Outlet to wait for Central Archive
the re-scanned through Help Desk
image to be System on page
uploaded to the 223
CRS Database.
2.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
3. Image of the 3. The
marriage record inverted/defective
from the CRS image should not be
Database is printed.
inverted or
defective. 3.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

3.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

559
 3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.
Refer to Service 9.
3.3 RSO to tag the Processing of Civil
Production and
request for re- Maintenance Unit Registry
scanning in the RV (PMU), Documents
Tracking System. Civil Register Requiring Manual
Management Retrieval and Re-
3.4 Document is for Division (CRMD) scanning from the
pull-out from the Central Archive
Archive for re- through Help Desk
scanning and other System on page
related processes. 223
3.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
3.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
4. Image of the 4. The
marriage recordcorrupted/decrypted
from the CRS image should not be
Database isprinted.
corrupted or
decrypted (error in 4.1 RSO to log the
viewing the image). problem to the CRS
Help Desk System
(HDS) with the
following
information:

-Image ID No. Help Desk Officer

-Transaction Unisys Managed
Number Services Corp.
-Complete details of
the request
-Description of the
problem

4.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.2.1 TL to inform
the client on the

560
 situation and on the Production and Refer to Service 9.
rescheduled date of Maintenance Unit Processing of Civil
release. (PMU), Registry
Civil Register Documents
4.3 RSO to tag the Management Requiring Manual
request for re- Division (CRMD) Retrieval and Re-
scanning in the RV scanning from the
Tracking System. Central Archive
through Help Desk
4.4 Document is for
System on page
pull-out from the
223
Archive for re-
scanning and other
related processes.
4.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
4.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
5. Image of the 5. Blurred copies of
marriage document document/s from the
from the CRS CRS database, if
Database is blurred possible, should not
(or with unreadable be issued to clients
entries ) and must undergo
re-scanning.
5.1 RSO to log the
problem to the CRS
Help Desk Officer
Help Desk System
Unisys Managed
(HDS) with the
Services Corp.
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

5.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

561
 5.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

5.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
Refer to Service 9.
5.4 Document is for Production and
Processing of Civil
pull-out from the Maintenance Unit
(PMU), Registry
Archive for re-
Civil Register Documents
scanning and other
Management Requiring Manual
related processes.
Division (CRMD) Retrieval and Re-
5.5 Outlet to wait for scanning from the
the re-scanned Central Archive
image to be through Help Desk
uploaded to the System on page
CRS Database. 223

5.6 RSO to print the

re-scanned image in
CRS Security Paper
(SECPA)
REMINDER:
▪ The client must
be given an option
to request for a
clearer copy of the
document from the
concerned LCRO.
6. Image of the 6. All marriage
marriage document images with
has incorrect index incorrect indices
in the CRS must be updated
Database. and submitted for
correction.
6.1 RSO to report Production and Refer to Service 8.
and to submit the Maintenance Unit Processing of
(PMU), Civil Request for Index
necessary index
Register Correction of Civil
correction through
Management Registry
the use of Vital
Division (CRMD) Documents in the
Event (F6) function
of the CICA System. PSA Civil Registry
Database on page
6.2 In the event that Help Desk Officer 221
the index correction Unisys Managed
has not yet been Services Corp.
approved, RSO to
log the request to
the CRS Help Desk
System for follow
up.
REMINDER:

562
 ▪ It is only after the
request for index
correction has been
approved that the
RSO can command
the printing of the
result of verification.
7. Verification from 7. In the event that
the CRS Database the RSO, even after
resulted to Negative thorough verification
Certification but from the CRS
with previously Database resulted
issued marriage to the issuance of a
record. Negative
Certification but the
client claims and
has proof that
he/she was
previously issued a
copy, it could be that
the document was
not scanned and
enrolled in the CRS
Database.
7.1 Care Officer to
require a photocopy Care Officer,
of previously issued Public Assistance
document from the and Complaints
client. Desk (PACD), PSA
Civil Registry
7.2 Care Officer to System Outlet
inform the client that
his/her request will
undergo manual
verification.
7.3 Care Officer to
re-schedule the date
of release.
7.4 RSO to log the
problem in the RV
Tracking System
with the detailed Production and
Refer to Service 9.
description of the Maintenance Unit
Processing of Civil
problem and the PMU), Civil
Register Registry
date when the client
Management Documents
was able to get the
Division (CRMD) Requiring Manual
copy of the
Retrieval and Re-
document and
scanning from the
request for manual
Central Archive
verification and re-
through Help Desk
scanning of the
System on page
marriage document
223
if available.
7.5 Outlet to wait for
the result of the
forwarded request
for manual
verification from

563
 Production and
Maintenance Unit
(PMU).
7.6 RSO to print the
result of the manual
verification in CRS
Security Paper
(SECPA).
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 6.1: COPY ISSUANCE OF
MARRIAGE CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY
SYSTEM OUTLET (PSA OPERATED), UNDER SPECIAL CASES/SITUATIONS, IS
SEVEN (7) DAYS.

6.2 Copy Issuance of Marriage Certificate (Walk-in clients) at PSA Civil

Registry System Outlet (LGU Hosted)
Office or Division: Civil Registration Services Division (CRSD)
Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force
for Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
By Type of Requester
1. Principal (Spouses/Husband and Wife)
Valid Identity Document (ID) of any of the Government Agencies, Non-Government
contracting parties complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e.,DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original) Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
2. Direct Descendant (Son/Daughter)
Valid Identity Document (ID) of the direct Government Agencies, Non-Government
descendant of the contracting parties Organizations, Private entities,
complete with CLEAR PHOTO, FULL NAME Schools/Colleges/Universities
IN PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
official authority (1 original and SSS, Philpost, Pag-IBIG, COMELEC, NBI,
1 photocopy) AFP,PNP)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.

564
3. Nearest of kin, if both contracting
parties are deceased (Biological or Legal
Parent/Brother/Sister/Grandparent)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original)
Valid Identity Document (ID) of the nearest Government Agencies, Non-Government
of kin requesting the document complete Organizations, Private entities,
with CLEAR PHOTO, FULL NAME IN Schools/Colleges/Universities
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
official authority (1 original and SSS, Philpost, Pag-IBIG, COMELEC, NBI,
1 photocopy) AFP,PNP)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
4. Authorized Representative
Valid Identity Document (ID)) of any of the Any of the contracting parties (husband or
contracting parties (husband or wife) wife) authorizing the representative
authorizing the representative complete with
CLEAR PHOTO, FULL NAME IN PRINT, Valid ID of any of the contracting parties
SIGNATURE and issued by an official should be issued by Government Agencies,
authority (1 original and Non-Government Organizations, Private
1 photocopy) entities, Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
Reminder: SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
▪ For authorization letter/Special Power of
Attorney (SPA) received from abroad,
document owner should provide a
scanned/photocopy of passport as valid
ID.
Valid Identity Document (ID) of the Government Agencies, Non-Government
authorized representative complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT Schools/Colleges/Universities
and SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Authorization letter or duly notarized Special Any of the contracting parties (husband or
Power of Attorney (1 original) complying with wife) authorizing the representative
the following requirements:

1) written in a clean sheet of paper and

dated;
2) indicate the type of document, the
number of copies and the specific
details of the document to be requested;
3) indicate the complete name of the
authorized representative; and;
4) bear the fresh signature of the document
owner that matches his/her ID.
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5. Priority Clients

565
5.1 Senior Citizen requesting for his/her
own marriage document and his/her
parents
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or local government units (LGUs)
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.2 Physically Challenged Client/PWD
requesting for his/her own marriage
document and his/her parents
PWD ID Card complete with CLEAR National Council on Disability Affairs (NCDA)
PHOTO, FULL NAME IN PRINT, Office of the Mayor, Office of the Barangay,
SIGNATURE and issued by an official Department of Social Welfare and
authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health.
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.3 Pregnant Woman requesting for her
own marriage document and her parents
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, Organizations, Private entities,
FULL NAME IN PRINT, SIGNATURE and Schools/Colleges/Universities
issued by an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
6. First Time Job Seeker (RA 11261)

Reminder:

▪ Request for copy issuance of marriage

certificate cannot be delegated to a
representative and can only be availed
once.

Duly signed Barangay Certification from Punong barangay or his/her authorized

his/her place of residence (1 original copy) officer
Oath of Undertaking executed by the first Office of the Barangay where the Guardian
time job seeker (1 original and currently resides
1 photocopy)

566
Valid Identity Document (ID) of the first time Government Agencies, Educational
job seeker complete with PHOTO, FULL Institutions
NAME IN PRINT, SIGNATURE and issued (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
by an official authority (1 original and SSS, Philpost, Pag-IBIG, COMELEC, NBI,
1 photocopy) AFP,PNP)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
7. Health and Emergency Frontline
Service Provider requesting for the
authentication of her own document,
spouse, parents and son/daughter
Employment ID of the Health and Public or private health and emergency
Emergency Frontline Service Provider service providing institutions or organizations
complete with CLEAR PHOTO, FULL NAME (i.e. DOH, DOH Hospitals, Hospitals of
IN PRINT, SIGNATURE and issued by an LGUs, and Provincial,City, and Rural Health
official authority(1 original) Units, and Drug Abuse Treatment and
Rehabilitation Centers, Philippine Red Cross,
World Health Organization, Health
Maintenance Organizations, Philippine
Health Insurance Corporation, NDRRMC)
Completely filled-up Application Form (AF)- Information Marshal’s desk at the entrance of
Marriage Certificate (Pink Form) the outlet
accomplished in PRINTED LETTERS
(1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that the None 1 minute Information
Number (QTN) from necessary QTN is Marshal,
the Information made available for PSA Civil
Marshal’s desk after the clients. Registry System
payment of Local Outlet
Government Unit Team Leader,
(LGU) Add-on Fee as PSA Civil
per City Ordinance. Registry System
Outlet

Outlet Supervisor,
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form-Marriage necessary AF- Marshal,
Certificate (Pink Marriage Certificate PSA Civil
Form) from is made available at Registry System
Information the Information Outlet
Marshal’s desk and Marshal’s desk. Team Leader,
fill-out the required PSA Civil
information in Registry System
PRINTED Outlet
LETTERS.
Outlet Supervisor,
PSA Civil
Registry System
Outlet

567
 or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil
requirements. Registry System
3.1Present the AF Outlet
and the required 3.2 Return the ID(s)
documents to the and/or authorization
screener for letter/SPA to the
completeness check. requester as it will be
presented and
submitted to the
Releasing Officer
prior to the issuance
of the requested
document.

For first time job

▪ First Time Job seeker:
Seeker, proceed
to Public 3.3 Stamp the
Assistance and submitted PACD Officer,
Complaint’s Desk requirements as PSA Civil
(PACD) at the officially “Received Registry System
entrance of the by” PSA, indicate Outlet
outlet therein the date of
receipt and collect
them. Team Leader,
PSA Civil
Registry System
3.3.1 Attach Outlet
requirements to the
AF-Marriage
Certificate and label Outlet Supervisor,
it as “Pro-Bono”. PSA Civil
Registry System
3.3.2 Record the Outlet
request in the
logbook for control or
and reporting Outlet Manager/
Chief, CRSD
purposes.
4. Proceed to the 4.1 Check the AF Total Fee 10 Collecting Officer,
payment window. and the Php 155.00 minutes PSA Civil
requirements. per copy Registry System
4.1 Submit the AF Outlet
and the required 4.2 Encode the Breakdown:
Team Leader,
documents to the details of the PSA Civil
Payment Window. requests. Processing Registry System
Fee: Outlet
4.2 Pay the 4.3 Accept the -Php 125.00
corresponding fee for corresponding
the request. payment and Documentar
generate an Official y Stamp Tax
Reminder: Receipt (OR). -Php 30.00

▪ Check the details 4.4 Indicate therein

in the issued the date and
Official Receipt estimated time of
(OR). release.

568
▪ Make sure to 4.5 Give the OR to
count the change the requester and
before leaving the return the presented
counter requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
requested
document.

For first-time job

seeker: Pursuant to
RA PACD Officer,
▪ Remind him/her 11261,issua PSA Civil
Registry System
that he/she can nce of (1)
Outlet
avail of the free one copy of
copy issuance of own
his/her own marriage Outlet Supervisor,
marriage certificate of PSA Civil
certificate from a first time Registry System
the PSA only job seeker is Outlet
once. Inform to be issued
him/her to wait for FREE. or
for his/her name Outlet Manager/
to be called at the Chief, CRSD
Releasing Area.

4.6 Forward the AF

to the Request
Service Officer
(RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis Reminder: PSA Civil
of details that has ▪ Process Registry System
been written by the ing time Outlet
requester in the AF- maybe
Marriage Certificate. extended
depending
As per business rule, on the
RSO must conduct result of
atleast five (5) verification
unique queries from from the
the CICA System CICA
pursuant to the System
issued PSA Office
Memorandum No.
Help Desk Officer
2021-139 dated Unisys Managed
01 June 2021. Services Corp.

1.1.1 In the event Production and

that after Maintenance Unit
verification, there (PMU), Civil
are special Register
cases/situations that Management
needs to be Division (CRMD)
addressed/resolved

569
first by the
concerned Back-
End Processing
Unit, RSO log the
problem to the CRS
Help Desk System
(HDS) with the
following
information:

- Image ID No
- Transaction
Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the image
is okay and ready for
printing.

1.1.3 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.1.4 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.2 RSO to print the

result of the
verification of the
request in CRS
Security Paper
(SECPA).

1.2.1 In case, the

image of the
marriage document
from the CRS
database is blurred,
RSO to attach a note
to the AF-Marriage
Certificate with a
message “Blurred
Image” to inform the
Document Controller
and Matcher/Sorter. Barcode
Controller,
1.3 Control the PSA Civil
printed document in Registry System
SECPA using the Outlet
QMS Releasing
Manager
application.

570
 Sorter/Matcher,
1.4 Match and sort PSA Civil
the printed Registry System
document with the Outlet
corresponding AF-
Team Leader,
Marriage Certificate. PSA Civil
Registry System
1.5 Forward the Outlet
document ready for
release to the Outlet Supervisor,
Releasing Area. PSA Civil
Registry System
Outlet
or
Outlet Manager/
Chief, CRSD
5. Proceed to the 5.1 Announce in None 20 minutes Releaser,
Releasing Area and batch the names of PSA Civil
wait for the document document owners Registry System
owner’s (husband’s and the type of Outlet
name) to be called. requests that are
Team Leader,
ready for release. PSA Civil
Registry System
Outlet

Outlet Supervisor
PSA Civil
Registry System
Outlet
or
Outlet Manager/
Chief, CRSD
6. Proceed to the 6.1 Check the OR as None 10 minutes Releaser,
Releasing Window to the scheduled PSA Civil
where the document date and time of Registry System
owner’s (husband’s release. Outlet
name) was called.
Team Leader,
6.2 Require the PSA Civil
6.1 Present the claimant to Registry System
ORIGINAL OR and present/submit the Outlet
other requirements. requirements and
check for
correctness and Outlet Supervisor
completeness PSA Civil
before releasing the Registry System
request. Outlet

6.2.1 In case, the or

Outlet Manager/
image of the Chief, CRSD
marriage document
from the CRS
Database is blurred,
Care Officer to
explain to the client
the quality of the
printed document.

Reminder:

▪ The client must

be given an option to
have a clearer copy
of the marriage

571
 document through
re-scanning of the
image.

6.2.2 If the client

agreed to have the
requested marriage
document be
subjected to re-
scanning,
Releaser/Care
Officer to inform the
client on the re-
scheduled date of
release.
7. Check the 7.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil
“Received by” Registry System
7.1 Sign the portion and indicate Outlet
“Received by” the date of receipt at
Team Leader,
portion at the back of the back of the AF. PSA Civil
the AF and indicate Registry System
the date of receipt. 7.2 Ensure to write in Outlet
PRINT the name of
the claimant, the
type of ID presented, Outlet Supervisor,
ID number, PSA Civil
releasing window Registry System
number and date Outlet
and time of release.
or
Outlet Manager/
7.3 Stamp the OR as Chief, CRSD
“RELEASED” and
indicate the date of
release.

7.4 Affix the initials

of the Releaser in
the OR.

7.5 Release the

requested document
to the claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 6.2: COPY ISSUANCE OF
MARRIAGE CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (LGU HOSTED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS
EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:
In the event that after verfication, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit the following
processes will take place:
21) Outlet’s RSO to log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No.
- Transaction Number
- Complete details of the request
- Description of the problem

572
 22) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
23) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.
24) TL to inform the client on the situation and on the re-scheduled date of release.

REMINDER: Copy issuance of marriage documents that fall under special

cases/situations require several actions/steps that need to be undertaken outside of the
Civil Registry System Outlet to be able to deliver the requested document to the client.
In this connection the Service Classification is changed from SIMPLE to COMPLEX.

SITUATION ACTION LOCATION REMARKS

1. Copy of marriage 1. The copy of the
record from the marriage record that
CRS Database have extra or excess
have extra or page(s) are not to be
excess page(s). printed and issued
to the clients.
1.1 RSO to log the
problem to the CRS
Help Desk Officer
Help Desk System
Unisys Managed
(HDS) with the
Services Corp.
following
information:
- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

1.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
1.4 Document is for
pull-out from the
Archive for re-

573
 scanning and other Production and Refer to Service 9.
related processes. Maintenance Unit Processing of Civil
(PMU), Civil Registry
1.5 Outlet to wait for Register Documents
the re-scanned Management Requiring Manual
image to be Division (CRMD) Retrieval and Re-
uploaded in the CRS
scanning from the
Database.
Central Archive
1.6 RSO to print the through Help Desk
re-scanned image in System on page
CRS Security Paper 223
(SECPA).

2. RSO after 2. The mismatched

logging the details image should not be
based on the printed.
application form,
found another 2.1 RSO to log the Help Desk Officer
image of the problem to the CRS Unisys Managed
marriage record Help Desk System Services Corp.
from the CRS (HDS) with the
Database even with following
the correct index information:
details - Image ID No.
(mismatched - Transaction
Image) Number
- Complete details of
the request
- Description of the
problem

2.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

2.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

2.3 RSO to tag the Production and Refer to Service 9.

request for re- Maintenance Unit Processing of Civil
scanning in the RV (PMU), Civil Registry
Tracking System. Register Documents
2.4 Document is for Management Requiring Manual
pull-out from the Division (CRMD) Retrieval and Re-
Archive for re- scanning from the
scanning and other Central Archive
related processes. through Help Desk

574
 2.5 Outlet to wait for System on page
the re-scanned 223
image to be
uploaded to the
CRS Database.
2.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
3. Image of the 3. The
marriage record inverted/defective
from the CRS image should not be
Database is printed.
inverted or
defective. 3.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

3.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.
Production and Refer to Service 9.
3.3 RSO to tag the Maintenance Unit Processing of Civil
request for re- (PMU), Civil Registry
scanning in the RV Register Documents
Tracking System. Management Requiring Manual
3.4 Document is for Division (CRMD) Retrieval and Re-
pull-out from the scanning from the
Archive for re- Central Archive
scanning and other through Help Desk
related processes. System on page
223

575
 3.5 Outlet to wait for
the re-scanned
image to be
uploaded in the CRS
Database.
3.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
4. Image of the 4. The
marriage recordcorrupted/decrypted
from the CRS image should not be
Database isprinted. Help Desk Officer
corrupted or Unisys Managed
decrypted (error in 4.1 RSO to log the Services Corp.
viewing the image). problem to the CRS
Help Desk System
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

4.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

4.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
4.4 Document is for Production and
Maintenance Unit Refer to Service 9.
pull-out from the
(PMU), Civil Processing of Civil
Archive for re-
Register Registry
scanning and other
Management Documents
related processes.
Division (CRMD) Requiring Manual
4.5 Outlet to wait for Retrieval and Re-
the re-scanned scanning from the

576
 image to be Central Archive
uploaded in the CRS through Help Desk
Database. System on page
223
4.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
5. Image of the 5. Blurred copies of
marriage document document/s from the
from the CRS CRS database, if
Database is blurred possible, should not
(or with unreadable be issued to clients
entries ) and must undergo
re-scanning.
5.1 RSO to log the
problem to the CRS
Help Desk System Help Desk Officer
(HDS) with the Unisys Managed
following Services Corp.
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

5.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

5.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

5.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
5.4 Document is for
pull-out from the
Production and Refer to Service 9.
Archive for re-
Maintenance Unit Processing of Civil
scanning and other
(PMU), Civil Registry
related processes.
Register Documents
Requiring Manual

577
 5.5 Outlet to wait for Management Retrieval and Re-
the re-scanned Division (CRMD) scanning from the
image to be Central Archive
uploaded in the CRS through Help Desk
Database. System on page
223
5.6 Print the re-
scanned image in
CRS Security Paper
(SECPA)
REMINDER:
▪ The client must
be given an option to
request for a clearer
copy of the marriage
document through
re-scanning of the
image. .
6. Image of the 6. All marriage
marriage document images with
has incorrect index incorrect indices
in the CRS must be updated
Database. and submitted for
correction.
6.1 RSO to report Production and Refer to Service 8.
and to submit the Maintenance Unit Processing of
necessary index (PMU), Civil Request for Index
correction through Register Correction of Civil
the use of Vital Management Registry
Event (F6) function Division (CRMD) Documents in the
of the CICA System. PSA Civil Registry
Database on page
6.2 In the event that
221
the index correction Help Desk Officer
has not yet been Unisys Managed
approved, RSO to Services Corp.
log the request to
the CRS Help Desk
System for follow
up.
REMINDER:
▪ It is only after the
request for index
correction has been
approved that the
RSO can command
the printing of the
result of verification.
7. Verification from 7. In the event that
the CRS Database the RSO, even after
resulted to Negative thorough verification
Certification but from the CRS
with previously Database resulted
issued marriage to the issuance of a
record. Negative
Certification but the
client claims and
has proof that

578
 he/she was
previously issued a
copy, it could be that
the document was
not scanned and
enrolled in the CRS
Database.
7.1 Care Officer to
Care Officer, PSA
require a photocopy
Civil Registry
of previously issued
System Outlet
document from the
client.
7.2 Care Officer to
inform the client that
his/her request will
undergo manual
verification.
7.3 Care Officer to
re-schedule the date
of release.
7.4 RSO to log the Production and
problem in the RV Maintenance Unit
Tracking System PMU), Civil
with the detailed Register
description of the Management
problem and the Division (CRMD)
date when the client
was able to get the
copy of the
document and
request for manual
verification and re-
scanning of the
marriage document
if available.
7.5 Outlet to wait for
the result of the
forwarded request
for manual
verification from
Production and
Maintenance Unit
(PMU).
7.6 RSO to print the
result of the manual
verification in CRS
Security Paper
(SECPA).
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 6.2: COPY ISSUANCE OF
MARRIAGE CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY
SYSTEM OUTLET (LGU HOSTED), UNDER SPECIAL CASES/SITUATIONS, IS
SEVEN (7) DAYS.

579
Service 7. Issuance of Certification of No Marriage Record/Existence of
Marriage Record (Walk-in Clients) at PSA Civil Registry System Outlet
Provision of certification to an individual as to whether a record(s) of marriage(s)
(CEMAR) is/are enrolled and is/are available in the Civil Registry System (CRS) database
or there is none (CENOMAR).

7.1 Issuance of Certification of No Marriage Record/Existence of

Marriage Record (Walk-in Clients) at PSA Civil Registry System Outlet
(PSA Operated)

Office or Division: Civil Registration Services Division (CRSD)

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force
for Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
By Type of Requester
1. Principal (Document Owner)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e., DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
2. Authorized Representative
Valid Identity Document (ID) of the Document owner
document owner complete with CLEAR (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
PHOTO, FULL NAME IN PRINT, SSS, Philpost, Pag-IBIG, COMELEC, NBI,
SIGNATURE and issued by an official AFP, PNP)
authority (1 original and 1 photocopy)

Reminder:

▪ For authorization letter and Special

Power of Attorney (SPA) received from
abroad, document owner should provide
a scanned/photocopy of passport as
valid ID.
Valid Identity Document (ID) of the Government Agencies, Non-Government
authorized representative complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities.
SIGNATURE and issued by an official
authority (1 original and 1 photocopy)
580
 (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
the following requirements: SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
1) written in a clean sheet of paper and
dated;
2) indicate the type of document, the
number of copies and the specific details
of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the
document owner that matches his/her ID.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
3. In case of death of the document
owner, any of his/her immediate family
member: Spouse (Husband/Wife), Direct
Descendant (Son/Daughter), and
Biological or Legal Parent
(Father/Mother)
Valid Identity Document (ID) of the Government Agencies, Non-Government
requesting immediate family member of the Organizations, Private entities,
document owner complete with CLEAR Schools/Colleges/Universities
PHOTO, FULL NAME IN PRINT, (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SIGNATURE and issued by an official SSS, Philpost, Pag-IBIG, COMELEC, NBI,
authority (1 original and 1 photocopy) AFP, PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
4. Special Cases Clients
4.1 Guardian of document owner who is
a minor or below 18 years of age.
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the
following:

1) Barangay Certification that the minor is in Office of the Barangay where the Guardian
the custody of the requesting party/ currently resides
guardian (1 original)

2) School ID/Report Card of the minor that
indicates the name of the requester as
Guardian (1 original and 1 photocopy)
Valid Identity Document of the Guardian
complete with CLEAR PHOTO, FULL NAME
IN PRINT, SIGNATURE and issued by an
official authority (1 original and
1 photocopy)
Educational institution recognized by the
Department of Education.
Government Agencies, Non-Government
Organizations, Private entities,
Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)

581
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
4.2 Nearest of kin of a deceased person
other than his/her immediate family
member (Brothers/Sisters/Grandparent)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original) stating that the requester is the
nearest surviving relative of the deceased.
Death Certificate of the document owner PSA/Local Civil Registry Office
(1 photocopy)
Valid Identity Document (ID) of the nearest Government Agencies, Non-Government
of kin requesting the document complete Organizations, Private entities,
with CLEAR PHOTO, FULL NAME IN Schools/Colleges/Universities
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
official authority (1 original and SSS, Philpost, Pag-IBIG, COMELEC, NBI,
1 photocopy) AFP, PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
5. Priority Clients
5.1 Senior Citizen requesting for his/her
own document, and his/her spouse
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or local government units (LGUs) or
PHOTO, FULL NAME IN PRINT, PhilID.
SIGNATURE and issued by an official
authority (1 original)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
5.2 Physically Challenged Client/PWD
requesting for his/her own document and
his/her spouse.
PWD ID Card complete with CLEAR National Council on Disability Affairs (NCDA)
PHOTO, FULL NAME IN PRINT, Office of the Mayor, Office of the Barangay,
SIGNATURE and issued by an official Department of Social Welfare and
authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health or PhilID.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
5.3 Pregnant Woman requesting for her
own document, and her spouse.
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, Organizations, Private entities,
FULL NAME IN PRINT, SIGNATURE and Schools/Colleges/Universities
issued by an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
5.4 Health and Emergency Frontline
Service Provider requesting for the

582
issuance of certification of her own
document, spouse, parents and
son/daughter
Employment ID of the Health and Public or private health and emergency
Emergency Frontline Service Provider service providing institutions or organizations
complete with CLEAR PHOTO, FULL NAME (i.e. DOH, DOH Hospitals, Hospitals of
IN PRINT, SIGNATURE and issued by an LGUs, and Provincial,City, and Rural Health
official authority(1 original) Units, and Drug Abuse Treatment and
Rehabilitation Centers, Philippine Red Cross,
World Health Organization, Health
Maintenance Organizations, Philippine
Health Insurance Corporation, NDRRMC)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that QTN None 1 minute Information
Number (QTN) is ready for Marshal/Security
distribution Guard

Outlet Supervisor
PSA Civil
Registry System
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form- Certificate of necessary AF- Marshal,
No Record of CENOMAR is made PSA Civil
Marriage (Green available at the AF Registry System
Outlet
Form) from the AF dispenser.
dispenser and fill-out Team Leader,
the required PSA Civil
information in Registry System
PRINTED Outlet
LETTERS.
Outlet Supervisor
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil
requirements. Registry System
3.1 Present the AF Outlet
and the required 3.3 Return the ID(s)
Team Leader,
documents to the and/or authorization PSA Civil
screener for letter/SPA to the Registry System
completeness check. requester as it will be Outlet
presented and
submitted to the Outlet Supervisor,
Releasing Officer PSA Civil
prior to the issuance Registry System
of the requested Outlet
document.
Or

Outlet Manager/
Chief, CRSD

583
4. Proceed to the 4.1 Check the AF Total Fee 10 minutes Collecting Officer,
payment window. and the Php 210.00 PSA Civil
requirements. per copy Registry System
4.1 Submit the AF Outlet
and the required 4.2 Encode the Breakdown:
Team Leader,
documents to the details of the PSA Civil
Payment Window. requests. Processing Registry System
Fee: Outlet
4.2 Pay the 4.3 Accept the - Php
corresponding fee for corresponding 180.00 Outlet Supervisor,
the request. payment and PSA Civil
generate an Official Documentar Registry System
Reminder: Receipt (OR). y Stamp Tax Outlet
- Php 30.00
▪ Check the details 4.2 Indicate therein or
Outlet Manager/
in the issued the date and
Chief, CRSD
Official Receipt estimated time of
(OR). release.

▪ Make sure to 4.5 Give the OR to

count the change the requester and
before leaving the return the presented
counter. requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
requested document

For Priority
Clients:

4.6 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct
the client that the
release of the
requested document
will be on Priority
Lane Releasing
Windows.

4.7 Forward the AF

to the Request
Service Officer
(RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES PSA Internal None 1 day Request Service
THE REQUEST Processes: Officer,
PSA Civil
1.1 Verify from the Registry System
CRS database the Outlet
request on the basis
of details that has
been written by the
requester in the AF-
CENOMAR.

584
As per business rule,
RSO must conduct
atleast five (5)
unique queries from
the CICA System
pursuant to the
issued PSA Office
Memorandum No.
2021-139 dated
01 June 2021 about
the document owner
as both as male and
as female.

1.1.1 In case the

index of the CRD is
incorrect or different
from the information
contained in the
image, RSO to
report and to submit
the necessary index
correction through
the use of the Vital
Event function (“F6”)
of the CICA System. Unit Supervisor,
Production and
Maintenance
1.1.2 RSO to wait for Unit, CRMD
at least 30 minutes
to an hour for the
response/action
taken by the
Production and
Maintenance Unit,
Civil Register and
Management
Division (CRMD) on
the request for index
correction.

1.1.3 RSO to check

again the index if the
request has been
favourably
considered.
Help Desk
1.1.4.1 In the event Officer,
that the index Unisys Managed
Services, Inc.
correction has not
yet been approved,
RSO to log the
request to the Help
Desk System for
follow-up.

1.1.4.2 RSO to
inform the TL/OS for
appropriate action.

1.1.4.3 TL to notify
the client on the
problem and the

585
 unwanted delay in
the processing of the
request.

Reminder:

▪ It is only after the

request for index
correction has been
approved that the
RSO can proceed
with the printing of
the result of
verification.

1.2 RSO to print the

result of the
verification of the
request in CRS
Security Paper
(SECPA). Barcode
Controller,
1.3 Control the PSA Civil
printed document in Registry System
SECPA using the Outlet
QMS Releasing
Manager
Sorter/Matcher,
application. PSA Civil
Registry System
1.4 Match and sort Outlet
the printed
document with the Team Leader,
corresponding AF. PSA Civil
Registry System
1.5 Forward Outlet
document ready for
release to the Outlet Supervisor,
Releasing Area. PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
5. Proceed to the 5.1 Check the OR as None 30 minutes Releaser,
Releasing Area on to the scheduled PSA Civil
the scheduled date date and time of Registry System
and time of release release. Outlet

Team Leader,
5.1 Present the 5.2 Search for the PSA Civil
ORIGINAL OR and requested Registry System
other requirements certification. Outlet

5.2 Wait for the 5.3 Require the Outlet Supervisor,

document owner’s claimant to PSA Civil
name to be called. present/submit the Registry System
requirements and Outlet
check for
correctness and or
Outlet Manager/
completeness
Chief, CRSD
before releasing the
request.

586
 6. Check the 6.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil
“Received by” Registry System
6.1 Sign the portion and indicate Outlet
“Received by” the date of receipt at
Team Leader,
portion at the back of the back of the AF. PSA Civil
the AF and indicate Registry System
the date of receipt. 6.2 Ensure to write Outlet
the name of the
claimant in Outlet Supervisor,
PRINTED letters, PSA Civil
the type of ID Registry System
presented, ID Outlet
number, releasing
window number and or
Outlet Manager/
date and time of
Chief, CRSD
release.

6.3 Stamp the OR as

“RELEASED” and
indicate the date of
release.

6.4 Affix the initials

of the Releaser in
the OR.

6.5 Release the

requested document
to the claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 7.1: ISSUANCE OF
CERTIFICATION OF NO MARRIAGE RECORD/EXISTENCE OF MARRIAGE RECORD
(WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM OUTLET (PSA OPERATED),
UNDER NORMAL CIRCUMSTANCES, IS ONE (1) DAY AND ONE (1) HOUR,
EXCLUSIVE OF QUEUEING TIME.

7.2 Issuance of Certification of No Marriage Record/Existence of

Marriage Record (Walk-in Clients) at PSA Civil Registry System Outlet
(LGU Hosted)
Office or Division: Civil Registration Services Division (CRSD)
Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force
for Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
By Type of Requester

1. Principal (Document Owner)

Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original)

587
 (i.e. PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) Information Marshal’s desk at the entrance of
– Certificate of No Record of Marriage the outlet
(Green Form) accomplished in PRINTED
LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
2.Authorized Representative
Valid Identity Document (ID) of the Document owner
document owner complete with CLEAR (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
PHOTO, FULL NAME IN PRINT, SSS, Philpost, Pag-IBIG, COMELEC, NBI,
SIGNATURE and issued by an official AFP,PNP)
authority (1 original and 1 photocopy)

Reminder:

▪ For authorization letter/Special Power of

Attorney (SPA) received from abroad,
document owner should provide a
scanned/photocopy of passport as valid
ID.
Valid Identity Document (ID) of the Government Agencies, Non-Government
authorized representative complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying
with the following requirements:

1) written in a clean sheet of paper and

dated;
2) indicate the type of document, the
number of copies and the specific details
of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the document
owner that matches his/her ID.
Completely filled-up Application Form (AF) Information Marshal’s desk at the entrance of
– Certificate of No Record of Marriage the outlet
(Green Form) accomplished in PRINTED
LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
3. In case of death of the document
owner , any of his/her immediate family
member: Spouse (Husband/Wife), Direct
Descendant (Son/Daughter), and
Biological or Legal Parent
(Father/Mother)
Valid Identity Document (ID) of requesting Government Agencies, Non-Government
immediate family member of the document Organizations, Private entities,
owner complete with CLEAR PHOTO, FULL Schools/Colleges/Universities
NAME IN PRINT, SIGNATURE and issued (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
by an official authority (1 original and 1 SSS, Philpost, Pag-IBIG, COMELEC, NBI,
photocopy) AFP,PNP)

588
Death Certificate of the Document Owner PSA/Local Civil Registry Office (LCRO)
(1 photocopy)
Completely filled-up Application Form (AF) Information Marshal’s desk at the entrance of
– Certificate of No Record of Marriage the outlet
(Green Form) accomplished in PRINTED
LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
4. Special Cases Clients
4.1 Guardian of a document owner who
is a minor or below 18 years of age.
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship (1 Lawyer/Notary Public

original) supported by any of the following:

1) Barangay Certification that the minor is Office of the Barangay where the Guardian
in the custody of the requestingparty/ currently resides
guardian (1 original)
2) School ID/Report Card of the minor that Educational institution recognized by the
indicate the name of the requester as Department of Education.
Guardian (1 original and 1 photocopy)
Valid Identity Document (ID) of the Guardian Government Agencies, Non-Government
complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued Schools/Colleges/Universities
by an official authority (1 original and (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) Information Marshal’s desk at the entrance of
– Certificate of No Record of Marriage the outlet
(Green Form) accomplished in PRINTED
LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
4.2 Nearest of kin of a deceased person
other than his/her immediate family
member
(Brother/Sister/Grandparent/Grandchild)
Duly notarized Affidavit of Kinship Lawyer/ Notary Public
(1 original)
Death Certificate of the Document Owner PSA/Local Civil Registry Office (LCRO)
(1 photocopy)
Valid Identity Document (ID) of the nearest Government Agencies, Non-Government
of kin requesting the document complete Organizations, Private entities,
with CLEAR PHOTO, FULL NAME IN Schools/Colleges/Universities
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
official authority (1 original and 1 photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) Information Marshal’s desk at the entrance of
– Certificate of No Record of Marriage the outlet
(Green Form) accomplished in PRINTED
LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5. Priority Clients

589
5.1 Senior Citizen requesting for his/her
own document and his/her spouse
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or local government units (LGUs)
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original)
Completely filled-up Application Form (AF) Information Marshal’s desk at the entrance of
– Certificate of No Record of Marriage the outlet
(Green Form) accomplished in PRINTED
LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.2 Physically Challenged Clients/PWDs
requesting for his/her own document
and his/her spouse
PWD ID Card complete with CLEAR National Council on Disability Affairs (NCDA)
PHOTO, FULL NAME IN PRINT, Office of the Mayor, Office of the Barangay,
SIGNATURE and issued by an official Department of Social Welfare and
authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health.
Completely filled-up Application Form (AF) Information Marshal’s desk at the entrance of
– Certificate of No Record of Marriage the outlet
(Green Form) accomplished in PRINTED
LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.3 Pregnant Woman requesting for her
own document, spouse and her spouse
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, Organizations, Private entities,
FULL NAME IN PRINT, SIGNATURE and Schools/Colleges/Universities
issued by an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) Information Marshal’s desk at the entrance of
– Certificate of No Record of Marriage the outlet
(Green Form) accomplished in PRINTED
LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
5.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of her own document,
spouse, parents and son/daughter
Employment ID of the Health and Public or private health and emergency
Emergency Frontline Service Provider service providing institutions or organizations
complete with CLEAR PHOTO, FULL (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
NAME IN PRINT, SIGNATURE and issued and Provincial,City, and Rural Health Units,
by an official authority (1 original) and Drug Abuse Treatment and
Rehabilitation Centers, Philippine Red Cross,
World Health Organization, Health
Maintenance Organizations, Philippine
Health Insurance Corporation, NDRRMC)
Completely filled-up Application Form (AF) Information Marshal’s desk at the entrance of
– Certificate of No Record of Marriage the outlet

590
(Green Form) accomplished in PRINTED
LETTERS (1 copy)
Original Copy of the Official Receipt (OR) City Treasurer’s Office
from Local Government Unit (LGU) as per
City Ordinance.
AGENCY FEES TO PROCESS PERSON
CLIENT STEPS
ACTIONS BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that the None 1 minute Information Marshal,
Number (QTN) from necessary QTN is PSA Civil Registry
the Information made available for System Outlet
Marshal’s desk after the clients.
Team Leader,
payment of Local
PSA Civil Registry
Government Unit’s System Outlet
(LGU’s) Add-on Fee
as per City Outlet Supervisor,
Ordinance. PSA Civil Registry
System Outlet

or
Outlet
Manager/Chief,
CRSD
2. Get an Application 2.1 Ensure that the None 4 minutes Information Marshal,
Form - Certificate of necessary AF- PSA Civil Registry
No Record of CENOMAR is made System Outlet
Marriage (Green available at the
Form) from Information Team Leader,
PSA Civil Registry
Information Marshal’s desk. System Outlet
Marshal’s desk and
fill-out the required Outlet Supervisor,
information in PSA Civil Registry
PRINTED System Outlet
LETTERS.
or
Outlet
Manager/Chief,
CRSD
3. Proceed to the 3.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil Registry
requirements. System Outlet
3.1 Present the AF
and the required 3.2 Return the ID(s) Team Leader,
PSA Civil Registry
documents to the and/or authorization System Outlet
screener for letter/SPA to the
completeness check. requester as it will Outlet Supervisor,
be presented and PSA Civil Registry
submitted to the System Outlet
Releasing Officer
prior to the issuance or
of the requested Outlet
document. Manager/Chief,
CRSD
4. Proceed to the 4.1 Check the AF Total Fee 10 minutes Collecting Officer,
payment window. and the Php PSA Civil Registry
requirements. 210.00 System Outlet
4.1 Submit the AF per copy
Team Leader,
and the required 4.2 Encode the
PSA Civil Registry
documents to the details of the Breakdow System Outlet
Payment Window. requests. n:
Outlet Supervisor,
4.2 Pay the 4.3 Accept the Processin PSA Civil Registry
corresponding fee for corresponding g Fee: System Outlet
the request. payment and

591
 generate an Official - Php or
Reminder: Receipt (OR). 180.00 Outlet
Manager/Chief,
▪ Check the details 4.4 Indicate therein Documen CRSD
in the issued Official the date and tary
Receipt (OR). estimated time of Stamp
release. Tax
▪ Make sure to
count the change 4.5 Give the OR to - Php
before leaving the the requester and 30.00
counter return the presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
requested
document.

4.6 Forward the AF

to the Request
Service Officer
(RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES PSA Internal 1 day
THE REQUEST Processes: None

1.1 Verify from the Request Service

Officer,
CRS database the
PSA Civil Registry
request on the basis System Outlet
of details that has
been written by the
requester in the AF-
CENOMAR.

As per business
rule, RSO must
conduct at least
FORTY-FOUR (44)
queries from the
CICA System about
the document owner
both as male and as
female.

1.1.1 In case the

index of the CRD is
incorrect or different
from the information
contained in the
image, RSO to
report and to submit
the necessary index
correction through
the use of the Vital
Event correction
(“F6”) function of the
CICA System.

592
1.1.2 RSO to wait for
at least 30 minutes Unit Supervisor
to an hour for the ,Production and
response/action Maintenance Unit
taken by Production CRMD
and Maintenance
Unit, Civil Register
and Management
Division (CRMD) on
the request for index
correction.

1.1.3 RSO to check

again the index if the
request has been
favourably
considered.

1.1.3.1 In the event

that the index has Help Desk Officer,
not yet been Unisys Managed
approved, RSO to Services Corp.
log the request to
the Help Desk
System for follow
up.

1.1.3.2 RSO to
inform the TL/OS for Team Leader,
appropriate action. PSA Civil Registry
System Outlet
1.1.3.3 TL to notify
the client on the
problem and the or
unwanted delay in Outlet Supervisor,
the processing of PSA Civil Registry
the request. System Outlet

Reminder:

▪ It is only after the

request for index
correction has been
approved that the
RSO can procedd
with the printing of
the result of
verification.

1.2 RSO to print the

result of the
verification of the
request in CRS
Security Paper
(SECPA).

1.3 Control the

printed documents
in SECPA using the Barcode Controller,
PSA Civil Registry
QMS Releasing
System Outlet
Manager
application.

593
 1.4 Match and sort
the printed
document with Sorter/Matcher, PSA
corresponding AF. Civil Registry System
Outlet
1.5 Forward Team Leader,
document ready for PSA Civil Registry
release to the System Outlet
Releasing Area.
Outlet Supervisor,
PSA Civil Registry
System Outlet

or
Outlet
Manager/Chief,
CRSD
5. Proceed to 5.1 Check the OR as None 30 minutes Releaser,
Releasing Area on to the scheduled PSA Civil Registry
the scheduled date date and time of System Outlet
and time of release. release.
Team Leader,
PSA Civil Registry
5.1 Present the 5.2 Search for the System Outlet
ORIGINAL OR and requested
other requirements. certification. Outlet Supervisor,
PSA Civil Registry
5.2 Wait for the 5.3 Require the System Outlet
document owner’s claimant to
name to be called. present/submit the or
requirements and Outlet
check for Manager/Chief,
correctness and CRSD
completeness
before releasing the
requested
document.
6. Check the 6.1 Require the None 5 minutes Releasing Officer,
document. claimant to sign the PSA Civil Registry
“Received by” System Outlet
6.1 Sign the portion and indicate
“Received by” the date of receipt at
Team Leader,
portion at the back of the back of the AF. PSA Civil Registry
the AF and indicate System Outlet
the date of receipt. 6.2 Ensure to write
in PRINT the name
of the claimant, the Outlet Supervisor,
type of ID PSA Civil Registry
presented, ID System Outlet
number, releasing
window number and
date and time of or
release. Outlet
Manager/Chief,
CRSD
6.3 Stamp the OR
as “RELEASED”
and indicate the
date of release.

6.4 Affix the initials

of the Releaser in
the OR.

594
 6.5 Release the
requested
document to the
claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE7.2: ISSUANCE OF
CERTIFICATION OF NO MARRIAGE RECORD/EXISTENCE OF MARRIAGE RECORD
(WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM OUTLET (LGU HOSTED),
UNDER NORMAL CIRCUMSTANCES, IS ONE (1) DAY AND ONE (1) HOUR EXCLUSIVE
OF QUEUEING TIME.

595
Civil Registry System Outlet
East Avenue, Quezon City

External Services
(Internal Processes)

596
Service 8. Processing of Request for Index Correction of
Civil Registry Documents in the PSA Civil Registry Database (Internal
Process)
Production Vital Event Maintenance (ProdVE) is the correction of erroneous indices in the
CRS database. The sources of corrections are from the reports submitted electronically
by the PSA Civil Registry System Outlets through F6 function of the CICA System.

Office or Division: Civil Register Management Division

Classification: Complex
Type of Transaction: Government-to-Citizens (G2C)
Government-to-Government (G2G)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Report from the PSA Civil Registry System CRS-ITP2 Help Desk System
Outlets regarding correction of index of a
birth, marriage, or death certificate.
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. PSA Civil Registry 1.1 Receipt and None 5 Minutes ProdVE
System Outlets control of Index Approver,
submit to Help Desk correction from PSA Production and
System request for Civil Registry System Maintenance Unit
index correction. Outlets. (PMU), Civil
Register
Management
1.2 Review and None 25 Minutes Division (CRMD)
evaluate submitted – CRS Bldg.,
documents for index Quezon City
correction.

1.2.1 If ok, update the None 5 Minutes

index and inform the
outlet thru the Help
Desk System.

1.2.2 If the copy of the

document subject for None 10 Minutes
index correction is
blurred, request for
manual retrieval of
the document at
Central Archive for
validation.

1.2.2.1 Manually 3 Days

retrieve document None Assistant Unit
Supervisor,
from Central Archive Central Archive,
and re-scan the CRMD Amparo,
document, if needed. Caloocan City

1.2.2.2 If the None 5 Minutes Supervisor,

document evaluated Production and
from Central Archive Maintenance Unit
is consistent with the (PMU), Civil
submitted index Register
correction, approve Management
the index correction. Division (CRMD)
– CRS Bldg.,
Quezon City
1.2.2.3 Link the None 5 Minutes
blurred image to the or
newly scanned clear Chief,

597
 copy in the CRS Civil Register
Database. Management
Division (CRMD)
1.2.2.4 Update the None 5 Minutes – CRS Bldg.,
index and inform the Quezon City
PSA Civil Registry
System Outlets thru
the Help Desk
System.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 8: PROCESSING OF
REQUEST FOR INDEX CORRECTION OF CIVIL REGISTRY DOCUMENTS IN THE PSA
CIVIL REGISTRY DATABASE, UNDER NORMAL CIRCUMSTANCES, IS ONE (1) HOUR.

TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 8: PROCESSING OF

REQUEST FOR INDEX CORRECTION OF CIVIL REGISTRY DOCUMENTS IN THE PSA
CIVIL REGISTRY DATABASE THAT REQUIRES MANUAL RETRIEVAL FROM
CENTRAL ARCHIVE IS 3 DAYS AND ONE (1) HOUR.

Service 9. Processing of Civil Registry Documents Requiring Manual

Retrieval and Re-scanning from the Central Archive through the
Help Desk System (Internal Process)
Document that have extra or excess pages, mismatched image, inverted or defective
image, corrupted or decrypted image, blurred or contains unreadable entries, need to be
re-scanned or replaced to ensure that the proper document will be issued to the client.

Office or Division: Civil Register Management Division

Classification: Complex
Type of Transaction: Government-to-Citizens (G2C)
Government-to-Government (G2G)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Report from the PSA Civil Registry System CRS-ITP2 Help Desk System
Outlets regarding correction extra or excess
pages, mismatched image, inverted or
defective image, corrupted or decrypted
image, blurred or contains unreadable entries
of a birth, marriage, or death certificate.
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Help Desk System 1.1 Control the USR None 10 Minutes Assistant Unit
to report to the ID number and Supervisor,
Production and information referred Production and
Maintenance Unit by the Help Desk Maintenance Unit
documents loaded in Officer. (PMU), Civil
Register
database. Management
1.2 Evaluate and None 1 Hour Division (CRMD)
verify the problem – CRS Bldg.,
document using the Quezon City
CICA System.

1.3 Problem None 3 days Assistant Unit

document are Supervisor,
referred to the Central Archive,
Central Archive for CRMD Amparo,
manual retrieval of Caloocan City
the original copy for
further evaluation.

1.4 Receipt and None 30 Minutes Controller,

control of pulled out

598
documents from Production and
Central Archive then Maintenance Unit
sort by date of (PMU), Civil
release. Register
Management
Division (CRMD)
– CRS Bldg.,
Quezon City

1.5 Transmit the None 20 Minutes Data Encoder,

document to data Production and
encoder for the Maintenance Unit
encoding of details. (PMU), Civil
Register
Management
Division (CRMD)
– CRS Bldg.,
Quezon City

Team Leader,
Production and
Maintenance Unit
(PMU), Civil
Register
Management
Division (CRMD)
– CRS Bldg.,
Quezon City
1.6 Forward the None 10 Minutes
Scanner,
document for Production and
scanning. Maintenance Unit
(PMU), Civil
Register
Management
Division (CRMD)
– CRS Bldg.,
Quezon City
1.7 Upload the None 3 Days
scanned documents Electronic
to the PSA CRS Endorsement
Approver,
Database. Production and
Maintenance Unit
REMINDER: (PMU), Civil
Register
▪ Scanned Management
documents will be Division (CRMD)
available in the – CRS Bldg.,
database after three Quezon City
(3) days in the PSA
Civil Registry System
Outlets.

1.8 Approve the None 30 Minutes

newly scanned Unit Supervisor,
document. Production and
Maintenance Unit
(PMU), Civil
Register
1.9 Inform Help Desk None 10 Minutes Management
that problem has Division (CRMD)
been resolved. – CRS Bldg.,
Quezon City

1.10 Help Desk to None 10 Minutes

inform the PSA Civil

599
 Registry System Help Desk
Outlets that the re- Officer,
scanned image has Unisys Managed
been uploaded in the Services Corp.,
PSA CRS Database. Ground Floor,
CVEA Bldg., PSA
Complex East
Avenue, Quezon
City

Unit Supervisor,
Production and
Maintenance Unit
(PMU), Civil
Register
Management
Division (CRMD)
– CRS Bldg.,
Quezon City

or
Chief,
Civil Register
Management
Division (CRMD)
– CRS Bldg.,
Quezon City
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 9: PROCESSING OF CIVIL
REGISTRY DOCUMENTS REQUIRING MANUAL RETRIEVAL AND RE-SCANNING
FROM THE CENTRAL ARCHIVE THRU THE CRS-ITP2 HELP DESK SYSTEM, UNDER
NORMAL CIRCUMSTANCES, IS 6 DAYS, 3 HOURS.

Censuses and Technical Coordination Office

A. Standards Service -Statistical Standards Division
1. Review and Clearance Application through the Statistical Survey
Review and Clearance System (SSRCS) - Submitted at Central
Office

The Statistical Survey Review and Clearance System (SSRCS) is a mechanism

implemented by the Philippine Statistics Authority (PSA) which involves the process of
evaluating the design and instruments of statistical surveys and censuses sponsored
and/or to be conducted by government agencies, including government corporations at
the national and local levels.

Rule No. 28 of the Implementing Rules and Regulations of the Republic Act No. 10625,
also known as the “Philippine Statistical Act of 2013 mandates the PSA to establish “a
SSRCS to provide assistance and support to the statistical work of other government
agencies in the PSS, including local government units and government owned and
controlled corporations

The following statistical surveys/censuses are covered by the SSRCS:

✓ All statistical surveys/censuses which are sponsored and/or conducted by
government agencies, regardless of funding source and sample size
✓ Surveys/ censuses contracted out by government agencies to private
organizations and NGOs
✓ Censuses/surveys fully or partially funded by international organizations but will be
conducted by government agencies

600
Office or Division: Standards Service - Statistical Standards Division (SS-SSD)
Classification: Highly Technical
Type of Transaction: G2G – Government to Government
Who may avail: All Government Agencies, Local Government Units (LGUs)
and Government Owned or Controlled Corporations (GOCCs)
that will be conducting statistical surveys/censuses,
regardless of funding source and sample size
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Request letter addressed to 1. SSRCS Form 1 (Statistical Survey
Notification Form)
CLAIRE DENNIS S. MAPA, Ph.D. (https://psa.gov.ph/sites/default/files/
Undersecretary SSRCS%20Form%201_2018.docx)
National Statistician and Civil Registrar 2. SSRCS Form 4 (Statistical Survey
General Monitoring Form), for previously
th
12 Floor Eton Centris Cyberpod Five, reviewed and cleared surveys or
EDSA corner Quezon Avenue, Diliman census
Quezon City 1101 (https://psa.gov.ph/sites/default/files/
SSRCS%20Form%204_2018.docx)
2. Properly accomplished SSRCS Forms 3. SSRCS Form 5 (List of Revised and
▪ SSRCS Form 1 (Statistical Survey New Data Items) for PSA Surveys
Notification Form) only
▪ SSRCS Form 4 (Statistical Survey (http://www.psa.gov.ph/sites/default/fi
Monitoring Form), for previously les/SSRCS%20Form%205.docx)
reviewed and cleared surveys or
census
▪ SSRCS Form 5 (List of Revised and
New Data Items) for PSA Surveys
only
3. Survey Questionnaire/s
4. Enumerators Manual, Manual of
Instructions/Operations, Instructions on
How to Fill-up the Questionnaire/s
5. List of tables to be generated
6. Compilation of policy uses of survey
results
7. Pre-test, Pilot survey results (of any, for
new surveys and surveys with major
changes in the forms content and
sampling design)
8. Previous survey results (if any)
9. Survey Proposal (if any)
10. Any other additional information not
stated in SSRCS Form 1
FEES
AGENCY TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE TIME RESPONSIBLE
PAID
1. Submit complete 1.1. Receive None 1 day Office of the
documents for submitted National
SSRCS application in documents Statistician
printed copies at: (ONS)
1.2. Endorse
12th Floor Eton submitted
Centris Cyberpod documents to SSD-
Five, EDSA SS
corner Quezon 1.3. Review the None 1 day Supervising
Avenue, Diliman completeness of Statistical
Quezon City 1101 submitted Specialist
documents (SupSS), SSD-
or via email at: SS
ons@psa.gov.ph,

601
 onscore.staff@gm 1.4. Inform survey Senior Statistical
ail.com, and proponent contact Specialist (SSS),
ssdss.staff@gmail persons on lacking SSD-SS
.com documents via
email and/or Statistical
telephone call Specialist II
(SSII), SSD-SS

Statistical
Specialist I (SSI),
SSD-SS

Statistical
Analyst (SA),
SSD-SS
1.5. Provide None 4 days CSS, SSD-SS
comments on the SupSS, SSD-SS
survey instruments, SSS, SSD-SS
design and other SSII, SSD-SS
submitted SSI, SSD-SS
documents SA, SSD-SS
PSA Survey
Review Team
(SRT), SSD-SS
2. Submit additional 2.1. Prepare None 3 days SupSS, SSD-SS
requirements (if any) SSRCS Form 3 SSS, SSD-SS
with the PSA SRT SSII, SSD-SS
findings, SSI, SSD-SS
recommendations, SA, SSD-SS
clearance number
and expiration date
2.2. Review and None 2 days CSS or
endorse SSRCS designated
Form 3 with the Officer-in-Charge
PSA SRT findings,
recommendations, None 2 days ANS, SS or
clearance number designated
and expiration date Officer-in-Charge

None 2 days DNS, CTCO or

designated
Officer-in-Charge
2.3. Review and None 3 days NS or designated
approve SSRCS Officer-in-Charge
Form 3 with the
PSA SRT findings,
recommendations,
clearance number
and expiration date
2.4. Transmittal of None 1 day SupSS, SSD-SS
the following SSS, SSD-SS
documents to SSII, SSD-SS
survey proponent SSI, SSD-SS
agency SA, SSD-SS
▪ SSRCS Form 3
▪ SSRCS Form 4
▪ SSRCS Form 6
1. Accomplish and 3.1. Acknowledge None 15 minutes SupSS, SSD-SS
submit SSRCS receipt of submitted SSS, SSD-SS
Form 4 and SSRCS Form 4 and SSII, SSD-SS
SSRCS Form 6 SSRCS Form 6 SSI, SSD-SS
SA, SSD-SS

602
 19 days and
TOTAL: None
15 minutes

2. Review and Clearance Application of through the Statistical Survey

Review and Clearance System (SSRCS) - Submitted at Central Office
Requiring Bilateral Meeting with Proponent Agency

The Statistical Survey Review and Clearance System (SSRCS) is a mechanism

implemented by the Philippine Statistics Authority (PSA) which involves the process of
evaluating the design and instruments of statistical surveys and censuses sponsored
and/or to be conducted by government agencies, including government corporations at
the national and local levels.

Rule No. 28 of the Implementing Rules and Regulations of the Republic Act No. 10625,
also known as the “Philippine Statistical Act of 2013 mandates the PSA to establish “a
SSRCS to provide assistance and support to the statistical work of other government
agencies in the PSS, including local government units and government owned and
controlled corporations

The following statistical surveys/censuses are covered by the SSRCS:

✓ All statistical surveys/censuses which are sponsored and/or conducted by
government agencies, regardless of funding source and sample size
✓ Surveys/ censuses contracted out by government agencies to private
organizations and NGOs
✓ Censuses/surveys fully or partially funded by international organizations but will be
conducted by government agencies
Office or Division: Standards Service - Statistical Standards Division (SS-SSD)
Classification: Highly Technical
Type of Transaction: G2G – Government to Government
Who may avail: All Government Agencies, Local Government Units (LGUs)
and Government Owned or Controlled Corporations (GOCCs)
that will be conducting statistical surveys/censuses,
regardless of funding source and sample size
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Request letter addressed to 1. SSRCS Form 1 (Statistical Survey
Notification Form)
CLAIRE DENNIS S. MAPA, Ph.D. (https://psa.gov.ph/sites/default/files/
Undersecretary SSRCS%20Form%201_2018.docx)
National Statistician and Civil Registrar 2. SSRCS Form 4 (Statistical Survey
General Monitoring Form), for previously
12th Floor Eton Centris Cyberpod Five, reviewed and cleared surveys or
EDSA corner Quezon Avenue, Diliman census
Quezon City 1101 (https://psa.gov.ph/sites/default/files/
SSRCS%20Form%204_2018.docx)
2. Properly accomplished SSRCS 3. SSRCS Form 5 (List of Revised and
Forms New Data Items) for PSA Surveys
▪ SSRCS Form 1 (Statistical Survey only
Notification Form) (http://www.psa.gov.ph/sites/default/fi
▪ SSRCS Form 4 (Statistical Survey les/SSRCS%20Form%205.docx)
Monitoring Form), for previously
reviewed and cleared surveys or
census
▪ SSRCS Form 5 (List of Revised and
New Data Items) for PSA Surveys
only
3. Survey Questionnaire/s

603
 4. Enumerators Manual, Manual of
Instructions/Operations, Instructions
on How to Fill-up the
Questionnaire/s
5. List of tables to be generated
6. Compilation of policy uses of survey
results
7. Pre-test, Pilot survey results (of any,
for new surveys and surveys with
major changes in the forms content
and sampling design)
8. Previous survey results (if any)
9. Survey Proposal (if any)
10. Any other additional information not
stated in SSRCS Form 1
FEES
AGENCY TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE TIME RESPONSIBLE
PAID
1. Submit complete 1.1. Receive None 1 day Office of the
documents for submitted National
SSRCS documents Statistician
application in (ONS)
printed copies at: 1.2. Endorse
submitted
12th Floor Eton documents to SSD-
Centris Cyberpod SS
Five, EDSA 1.3. Review the None 1 day Supervising
corner Quezon completeness of Statistical
Avenue, Diliman submitted Specialist
Quezon City 1101 documents (SupSS), SSD-
SS
or via email at: 1.4. Inform survey
ons@psa.gov.ph, proponent contact Senior Statistical
onscore.staff@gm persons on lacking Specialist (SSS),
ail.com, and documents via SSD-SS
ssdss.staff@gmail email and/or
.com telephone call Statistical
Specialist II
(SSII), SSD-SS

Statistical
Specialist I (SSI),
SSD-SS

Statistical
Analyst (SA),
SSD-SS
1.5. Provide None 3 days CSS, SSD-SS
comments on the SupSS, SSD-SS
survey instruments, SSS, SSD-SS
design and other SSII, SSD-SS
submitted SSI, SSD-SS
documents SA, SSD-SS
PSA Survey
Review Team
(SRT), SSD-SS
2. Attend bilateral 2. Convene a None 1 day CSS, SSD-SS
meeting bilateral meeting SupSS, SSD-SS
with the survey SSS, SSD-SS
proponent (as the SSII, SSD-SS
need arises) SSI, SSD-SS

604
 SA, SSD-SS
PSA SRT, SSD-
SS
3. Submit additional 3.1. Prepare None 3 days SupSS, SSD-SS
requirements (if SSRCS Form 3 SSS, SSD-SS
any) with the PSA SRT SSII, SSD-SS
findings, SSI, SSD-SS
recommendations, SA, SSD-SS
clearance number
and expiration date
3.2. Review and None 2 days CSS or
endorse SSRCS designated
Form 3 with the Officer-in-Charge
PSA SRT findings,
recommendations, None 2 days ANS, SS or
clearance number designated
and expiration date Officer-in-Charge

None 2 days DNS, CTCO or

designated
Officer-in-Charge
3.3. Review and None 3 days NS or designated
approve SSRCS Officer-in-Charge
Form 3 with the
PSA SRT findings,
recommendations,
clearance number
and expiration date
3.4. Transmittal of None 1 day SupSS, SSD-SS
the following SSS, SSD-SS
documents to SSII, SSD-SS
survey proponent SSI, SSD-SS
agency SA, SSD-SS
▪ SSRCS Form 3
▪ SSRCS Form 4
▪ SSRCS Form 6
4. Accomplish and 4. Acknowledge None 15 minutes SupSS, SSD-SS
submit SSRCS receipt of submitted SSS, SSD-SS
Form 4 and SSRCS Form 4 and SSII, SSD-SS
SSRCS Form 6 SSRCS Form 6 SSI, SSD-SS
SA, SSD-SS
TOTAL: None 19 days and
15 minutes

3. Review and Clearance Application of through the Statistical Survey

Review and Clearance System (SSRCS) - Submitted at Central Office
Requiring Meeting with PSA Survey Review Team

The Statistical Survey Review and Clearance System (SSRCS) is a mechanism

implemented by the Philippine Statistics Authority (PSA) which involves the process of
evaluating the design and instruments of statistical surveys and censuses sponsored
and/or to be conducted by government agencies, including government corporations at
the national and local levels.

Rule No. 28 of the Implementing Rules and Regulations of the Republic Act No. 10625,
also known as the “Philippine Statistical Act of 2013 mandates the PSA to establish “a
SSRCS to provide assistance and support to the statistical work of other government

605
agencies in the PSS, including local government units and government owned and
controlled corporations

The following statistical surveys/censuses are covered by the SSRCS:

✓ All statistical surveys/censuses which are sponsored and/or conducted by
government agencies, regardless of funding source and sample size
✓ Surveys/ censuses contracted out by government agencies to private
organizations and NGOs
✓ Censuses/surveys fully or partially funded by international organizations but will be
conducted by government agencies

Office or Division: Standards Service - Statistical Standards Division (SS-SSD)

Classification: Highly Technical
Type of Transaction: G2G – Government to Government
Who may avail: All Government Agencies, Local Government Units (LGUs)
and Government Owned or Controlled Corporations (GOCCs)
that will be conducting statistical surveys/censuses,
regardless of funding source and sample size
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Request letter addressed to 1. SSRCS Form 1 (Statistical Survey
Notification Form)
CLAIRE DENNIS S. MAPA, Ph.D. (https://psa.gov.ph/sites/default/files/
Undersecretary SSRCS%20Form%201_2018.docx)
National Statistician and Civil Registrar 2. SSRCS Form 4 (Statistical Survey
General Monitoring Form), for previously
12th Floor Eton Centris Cyberpod Five, reviewed and cleared surveys or
EDSA corner Quezon Avenue, Diliman census
Quezon City 1101 (https://psa.gov.ph/sites/default/files/
SSRCS%20Form%204_2018.docx)
2. Properly accomplished SSRCS Forms 3. SSRCS Form 5 (List of Revised and
▪ SSRCS Form 1 (Statistical Survey New Data Items) for PSA Surveys
Notification Form) only
▪ SSRCS Form 4 (Statistical Survey (http://www.psa.gov.ph/sites/default/fi
Monitoring Form), for previously les/SSRCS%20Form%205.docx)
reviewed and cleared surveys or
census
▪ SSRCS Form 5 (List of Revised and
New Data Items) for PSA Surveys
only
3. Survey Questionnaire/s
4. Enumerators Manual, Manual of
Instructions/Operations, Instructions on
How to Fill-up the Questionnaire/s
5. List of tables to be generated
6. Compilation of policy uses of survey
results
7. Pre-test, Pilot survey results (of any, for
new surveys and surveys with major
changes in the forms content and
sampling design)
8. Previous survey results (if any)
9. Survey Proposal (if any)
10. Any other additional information not
stated in SSRCS Form 1
FEES
AGENCY TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE TIME RESPONSIBLE
PAID

606
1. Submit complete 1.1. Receive None 1 day Office of the
documents for submitted National
SSRCS documents Statistician
application in (ONS)
printed copies at: 1.2. Endorse
submitted
12th Floor Eton documents to SSD-
Centris Cyberpod SS
Five, EDSA 1.3. Review the None 1 day Supervising
corner Quezon completeness of Statistical
Avenue, Diliman submitted Specialist
Quezon City 1101 documents (SupSS), SSD-
SS
or via email at: 1.4. Inform survey
ons@psa.gov.ph, proponent contact Senior Statistical
onscore.staff@gm persons on lacking Specialist (SSS),
ail.com, and documents via SSD-SS
ssdss.staff@gmail email and/or
.com telephone call Statistical
Specialist II
(SSII), SSD-SS

Statistical
Specialist I (SSI),
SSD-SS

Statistical
Analyst (SA),
SSD-SS
1.5. Provide None 3 days CSS, SSD-SS
comments on the SupSS, SSD-SS
survey instruments, SSS, SSD-SS
design and other SSII, SSD-SS
submitted SSI, SSD-SS
documents SA, SSD-SS
PSA Survey
Review Team
(SRT), SSD-SS
1.6. Convene a None 1 day CSS, SSD-SS
Survey Review SupSS, SSD-SS
Team meeting (as SSS, SSD-SS
the need arises) SSII, SSD-SS
SSI, SSD-SS
SA, SSD-SS
PSA SRT, SSD-
SS
2. Submit additional 2.1. Prepare None 3 days SupSS, SSD-SS
requirements (if SSRCS Form 3 SSS, SSD-SS
any) with the PSA SRT SSII, SSD-SS
findings, SSI, SSD-SS
recommendations, SA, SSD-SS
clearance number
and expiration date
2.2. Review and None 2 days CSS or
endorse SSRCS designated
Form 3 with the Officer-in-Charge
PSA SRT findings,
recommendations, None 2 days ANS, SS or
clearance number designated
and expiration date Officer-in-Charge

607
 None 2 days DNS, CTCO or
designated
Officer-in-Charge

2.3. Review and None 3 days NS or designated

approve SSRCS Officer-in-Charge
Form 3 with the
PSA SRT findings,
recommendations,
clearance number
and expiration date
3.4. Transmittal of None 1 day SupSS, SSD-SS
the following SSS, SSD-SS
documents to SSII, SSD-SS
survey proponent SSI, SSD-SS
agency SA, SSD-SS
▪ SSRCS Form 3
▪ SSRCS Form 4
▪ SSRCS Form 6
3. Accomplish and 3. Acknowledge None 15 minutes SupSS, SSD-SS
submit SSRCS receipt of submitted SSS, SSD-SS
Form 4 and SSRCS Form 4 and SSII, SSD-SS
SSRCS Form 6 SSRCS Form 6 SSI, SSD-SS
SA, SSD-SS
19 days and
TOTAL: None
15 minutes

4. Review and Clearance Application through the Statistical Survey

Review and Clearance System (SSRCS) - Submitted at Regional
Statistics Office (RSSO)

The Statistical Survey Review and Clearance System (SSRCS) is a mechanism

implemented by the Philippine Statistics Authority (PSA) which involves the process of
evaluating the design and instruments of statistical surveys and censuses sponsored
and/or to be conducted by government agencies, including government corporations at
the national and local levels.

Rule No. 28 of the Implementing Rules and Regulations of the Republic Act No. 10625,
also known as the “Philippine Statistical Act of 2013 mandates the PSA to establish “a
SSRCS to provide assistance and support to the statistical work of other government
agencies in the PSS, including local government units and government owned and
controlled corporations

The following statistical surveys/censuses are covered by the SSRCS:

✓ All statistical surveys/censuses which are sponsored and/or conducted by
government agencies, regardless of funding source and sample size
✓ Surveys/ censuses contracted out by government agencies to private
organizations and NGOs
✓ Censuses/surveys fully or partially funded by international organizations but will be
conducted by government agencies

Office or Division:Standards Service - Statistical Standards Division (SS-SSD)

Classification: Highly Technical
G2G – Government to Government
Type of Transaction:
Who may avail: All Government Agencies, Local Government Units (LGUs)
and Government Owned or Controlled Corporations
(GOCCs) that will be conducting statistical surveys/censuses,
regardless of funding source and sample size
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

608
1. Request letter addressed to 1. SSRCS Form 1 (Statistical Survey
Notification Form)
CLAIRE DENNIS S. MAPA, Ph.D. (https://psa.gov.ph/sites/default/files/
Undersecretary SSRCS%20Form%201_2018.docx)
National Statistician and Civil Registrar 2. SSRCS Form 4 (Statistical Survey
General Monitoring Form), for previously
12th Floor Eton Centris Cyberpod Five, reviewed and cleared surveys or
EDSA corner Quezon Avenue, Diliman census
Quezon City 1101 (https://psa.gov.ph/sites/default/files/
SSRCS%20Form%204_2018.docx)
2. Properly accomplished SSRCS 3. SSRCS Form 5 (List of Revised and
Forms New Data Items) for PSA Surveys
▪ SSRCS Form 1 (Statistical Survey only
Notification Form) (http://www.psa.gov.ph/sites/default/fi
▪ SSRCS Form 4 (Statistical Survey les/SSRCS%20Form%205.docx)
Monitoring Form), for previously
reviewed and cleared surveys or
census
▪ SSRCS Form 5 (List of Revised and
New Data Items) for PSA Surveys
only
3. Survey Questionnaire/s
4. Enumerators Manual, Manual of
Instructions/Operations, Instructions
on How to Fill-up the
Questionnaire/s
5. List of tables to be generated
6. Compilation of policy uses of survey
results
7. Pre-test, Pilot survey results (of
any, for new surveys and surveys
with major changes in the forms
content and sampling design)
8. Previous survey results (if any)
9. Survey Proposal (if any)
10. Any other additional information not
stated in SSRCS Form 1
FEES
AGENCY TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE TIME RESPONSIBLE
PAID
1. Submit complete 1.1. Receive None 1 day RCU Staff of the
documents for submitted Office of the
SSRCS documents Regional
application in Director, RSSO
copies at the Staff
nearest PSA 1.2. Review the None 1 day SOCD Staff
Regional completeness of
Statistics Service submitted
Office (RSSO) or documents and
via email: endorse to SSD-SS

1.3. Inform survey

proponent contact
persons on lacking
documents via
email and/or
telephone call
1.4. Provide None 4 days CSS, SSD-SS
comments on the SupSS, SSD-SS
survey instruments, SSS, SSD-SS

609
 design and other SSII, SSD-SS
submitted SSI, SSD-SS
documents SA, SSD-SS
PSA Survey
Review Team
(SRT), SSD-SS
2. Submit additional 2.1. Prepare None 3 days SupSS, SSD-SS
requirements (if SSRCS Form 3 SSS, SSD-SS
any) with the PSA SRT SSII, SSD-SS
findings, SSI, SSD-SS
recommendations, SA, SSD-SS
clearance number
and expiration
date

2.2. Review and None 2 days CSS or

endorse SSRCS designated
Form 3 with the Officer-in-Charge
PSA SRT
findings, None 2 days ANS, SS or
recommendations, designated
clearance number Officer-in-Charge
and expiration
date None 2 days DNS, CTCO or
designated
Officer-in-Charge

2.3. Review and None 3 days NS or

approve SSRCS designated
Form 3 with the Officer-in-Charge
PSA SRT
findings,
recommendations,
clearance number
and expiration
date

2.4. Transmittal of None 1 day SupSS, SSD-SS

the following SSS, SSD-SS
documents to SSII, SSD-SS
survey proponent SSI, SSD-SS
agency SA, SSD-SS
▪ SSRCS Form 3
▪ SSRCS Form 4
▪ SSRCS Form 6

3. Accomplish and 3. Acknowledge None 15 minutes SupSS, SSD-SS

submit SSRCS receipt of submitted SSS, SSD-SS
Form 4 and SSRCS Form 4 and SSII, SSD-SS
SSRCS Form 6 SSRCS Form 6 SSI, SSD-SS
SA, SSD-SS
19 days and
TOTAL: None
15 minutes

610
5. Review and Clearance Application through the Statistical Survey
Review and Clearance System (SSRCS) - Submitted at Regional
Statistics Office (RSSO) Requiring Bilateral Meeting with Proponent
Agency

The Statistical Survey Review and Clearance System (SSRCS) is a mechanism

implemented by the Philippine Statistics Authority (PSA) which involves the process of
evaluating the design and instruments of statistical surveys and censuses sponsored
and/or to be conducted by government agencies, including government corporations at
the national and local levels.

Rule No. 28 of the Implementing Rules and Regulations of the Republic Act No. 10625,
also known as the “Philippine Statistical Act of 2013 mandates the PSA to establish “a
SSRCS to provide assistance and support to the statistical work of other government
agencies in the PSS, including local government units and government owned and
controlled corporations

The following statistical surveys/censuses are covered by the SSRCS:

✓ All statistical surveys/censuses which are sponsored and/or conducted by
government agencies, regardless of funding source and sample size
✓ Surveys/ censuses contracted out by government agencies to private
organizations and NGOs
✓ Censuses/surveys fully or partially funded by international organizations but will be
conducted by government agencies

Office or Division: Standards Service - Statistical Standards Division (SS-SSD)

Classification: Highly Technical
Type of Transaction: G2G – Government to Government
Who may avail: All Government Agencies, Local Government Units (LGUs)
and Government Owned or Controlled Corporations
(GOCCs) that will be conducting statistical surveys/censuses,
regardless of funding source and sample size
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Request letter addressed to 1. SSRCS Form 1 (Statistical Survey
Notification Form)
CLAIRE DENNIS S. MAPA, Ph.D. (https://psa.gov.ph/sites/default/files/
Undersecretary SSRCS%20Form%201_2018.docx)
National Statistician and Civil Registrar 2. SSRCS Form 4 (Statistical Survey
General Monitoring Form), for previously
12th Floor Eton Centris Cyberpod Five, reviewed and cleared surveys or
EDSA corner Quezon Avenue, Diliman census
Quezon City 1101 (https://psa.gov.ph/sites/default/files/
SSRCS%20Form%204_2018.docx)
2. Properly accomplished SSRCS Forms 3. SSRCS Form 5 (List of Revised and
▪ SSRCS Form 1 (Statistical Survey New Data Items) for PSA Surveys
Notification Form) only
▪ SSRCS Form 4 (Statistical Survey (http://www.psa.gov.ph/sites/default/fi
Monitoring Form), for previously les/SSRCS%20Form%205.docx)
reviewed and cleared surveys or
census
▪ SSRCS Form 5 (List of Revised and
New Data Items) for PSA Surveys
only
3. Survey Questionnaire/s
4. Enumerators Manual, Manual of
Instructions/Operations, Instructions on
How to Fill-up the Questionnaire/s
5. List of tables to be generated

611
6. Compilation of policy uses of survey
results
7. Pre-test, Pilot survey results (of any, for
new surveys and surveys with major
changes in the forms content and
sampling design)
8. Previous survey results (if any)
9. Survey Proposal (if any)
10. Any other additional information not
stated in SSRCS Form 1
FEES
AGENCY TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE TIME RESPONSIBLE
PAID
1. Submit complete 1.1. Receive None 1 day RCU Staff of the
documents for submitted Office of the
SSRCS documents Regional
application in Director, RSSO
copies at the Staff
nearest PSA 1.2. Review the None 1 day SOCD Staff
Regional completeness of
Statistics Service submitted
Office (RSSO) or documents and
via email: endorse to SSD-SS

1.3. Inform survey

proponent contact
persons on lacking
documents via
email and/or
telephone call
1.4. Provide None 3 days CSS, SSD-SS
comments on the SupSS, SSD-SS
survey instruments, SSS, SSD-SS
design and other SSII, SSD-SS
submitted SSI, SSD-SS
documents SA, SSD-SS
PSA Survey
Review Team
(SRT), SSD-SS
2. Attend bilateral 2. Convene a None 1 day CSS, SSD-SS
meeting bilateral meeting SupSS, SSD-SS
with the survey SSS, SSD-SS
proponent (as the SSII, SSD-SS
need arises) SSI, SSD-SS
SA, SSD-SS
PSA SRT, SSD-
SS
3. Submit additional 3.1. Prepare None 3 days SupSS, SSD-SS
requirements (if SSRCS Form 3 SSS, SSD-SS
any) with the PSA SRT SSII, SSD-SS
findings, SSI, SSD-SS
recommendations, SA, SSD-SS
clearance number
and expiration
date
3.2. Review and None 2 days CSS or
endorse SSRCS designated
Form 3 with the Officer-in-Charge
PSA SRT

612
 findings, None 2 days ANS, SS or
recommendations, designated
clearance number Officer-in-Charge
and expiration
date None 2 days DNS, CTCO or
designated
Officer-in-Charge

3.3. Review and None 3 days NS or

approve SSRCS designated
Form 3 with the Officer-in-Charge
PSA SRT
findings,
recommendations,
clearance number
and expiration
date

3.4. Transmittal of None 1 day SupSS, SSD-SS

the following SSS, SSD-SS
documents to SSII, SSD-SS
survey proponent SSI, SSD-SS
agency SA, SSD-SS
▪ SSRCS Form 3
▪ SSRCS Form 4
▪ SSRCS Form 6

4. Accomplish and 4.1. Acknowledge None 15 minutes SupSS, SSD-SS

submit SSRCS receipt of submitted SSS, SSD-SS
Form 4 and SSRCS Form 4 and SSII, SSD-SS
SSRCS Form 6 SSRCS Form 6 SSI, SSD-SS
SA, SSD-SS
19 days and
TOTAL: None
15 minutes

6. Review and Clearance Application through the Statistical Survey

Review and Clearance System (SSRCS) - Submitted at Regional
Statistics Office (RSSO) Requiring Meeting with PSA Survey Review
Team

The Statistical Survey Review and Clearance System (SSRCS) is a mechanism

implemented by the Philippine Statistics Authority (PSA) which involves the process of
evaluating the design and instruments of statistical surveys and censuses sponsored
and/or to be conducted by government agencies, including government corporations at
the national and local levels.

Rule No. 28 of the Implementing Rules and Regulations of the Republic Act No. 10625,
also known as the “Philippine Statistical Act of 2013 mandates the PSA to establish “a
SSRCS to provide assistance and support to the statistical work of other government
agencies in the PSS, including local government units and government owned and
controlled corporations

The following statistical surveys/censuses are covered by the SSRCS:

✓ All statistical surveys/censuses which are sponsored and/or conducted by
government agencies, regardless of funding source and sample size
✓ Surveys/ censuses contracted out by government agencies to private
organizations and NGOs
✓ Censuses/surveys fully or partially funded by international organizations but will be
conducted by government agencies

613
Office or Division: Standards Service - Statistical Standards Division (SS-SSD)
Classification: Highly Technical
Type of Transaction: G2G – Government to Government
Who may avail: All Government Agencies, Local Government Units (LGUs)
and Government Owned or Controlled Corporations
(GOCCs) that will be conducting statistical surveys/censuses,
regardless of funding source and sample size
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Request letter addressed to 1. SSRCS Form 1 (Statistical Survey
Notification Form)
CLAIRE DENNIS S. MAPA, Ph.D. (https://psa.gov.ph/sites/default/files/
Undersecretary SSRCS%20Form%201_2018.docx)
National Statistician and Civil Registrar 2. SSRCS Form 4 (Statistical Survey
General Monitoring Form), for previously
12th Floor Eton Centris Cyberpod Five, reviewed and cleared surveys or
EDSA corner Quezon Avenue, Diliman census
Quezon City 1101 (https://psa.gov.ph/sites/default/files/
SSRCS%20Form%204_2018.docx)
2. Properly accomplished SSRCS Forms 3. SSRCS Form 5 (List of Revised and
▪ SSRCS Form 1 (Statistical Survey New Data Items) for PSA Surveys
Notification Form) only
▪ SSRCS Form 4 (Statistical Survey (http://www.psa.gov.ph/sites/default/fi
Monitoring Form), for previously les/SSRCS%20Form%205.docx)
reviewed and cleared surveys or
census
▪ SSRCS Form 5 (List of Revised and
New Data Items) for PSA Surveys
only
3. Survey Questionnaire/s
4. Enumerators Manual, Manual of
Instructions/Operations, Instructions on
How to Fill-up the Questionnaire/s
5. List of tables to be generated
6. Compilation of policy uses of survey
results
7. Pre-test, Pilot survey results (of any, for
new surveys and surveys with major
changes in the forms content and
sampling design)
8. Previous survey results (if any)
9. Survey Proposal (if any)
10. Any other additional information not
stated in SSRCS Form 1
FEES
AGENCY TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE TIME RESPONSIBLE
PAID
1. Submit complete 1.1. Receive None 1 day RCU Staff of the
documents for submitted Office of the
SSRCS documents Regional
application in Director, RSSO
copies at the Staff
nearest PSA 1.2. Review the None 1 day SOCD Staff
Regional completeness of
Statistics Service submitted
Office (RSSO) or documents and
via email: endorse to SSD-SS

614
 1.3. Inform survey
proponent contact
persons on lacking
documents via
email and/or
telephone call
1.4. Provide None 3 days CSS, SSD-SS
comments on the SupSS, SSD-SS
survey instruments, SSS, SSD-SS
design and other SSII, SSD-SS
submitted SSI, SSD-SS
documents SA, SSD-SS
PSA Survey
Review Team
(SRT), SSD-SS
1.5. Convene a None 1 day CSS, SSD-SS
Survey Review SupSS, SSD-SS
Team meeting (as SSS, SSD-SS
the need arises) SSII, SSD-SS
SSI, SSD-SS
SA, SSD-SS
PSA SRT, SSD-
SS
2. Submit additional 2.1. Prepare None 3 days SupSS, SSD-SS
requirements (if SSRCS Form 3 SSS, SSD-SS
any) with the PSA SRT SSII, SSD-SS
findings, SSI, SSD-SS
recommendations, SA, SSD-SS
clearance number
and expiration
date
2.2. Review and None 2 days CSS or
endorse SSRCS designated
Form 3 with the Officer-in-Charge
PSA SRT
findings, None 2 days ANS, SS or
recommendations, designated
clearance number Officer-in-Charge
and expiration
date None 2 days DNS, CTCO or
designated
Officer-in-Charge

2.3. Review and None 3 days NS or

approve SSRCS designated
Form 3 with the Officer-in-Charge
PSA SRT
findings,
recommendations,
clearance number
and expiration
date

2.4. Transmittal of None 1 day SupSS, SSD-SS

the following SSS, SSD-SS
documents to SSII, SSD-SS
survey proponent SSI, SSD-SS
agency SA, SSD-SS
▪ SSRCS Form 3
▪ SSRCS Form 4
▪ SSRCS Form 6

615
 3. Accomplish and 3.1. Acknowledge None 15 minutes SupSS, SSD-SS
submit SSRCS receipt of submitted SSS, SSD-SS
Form 4 and SSRCS Form 4 and SSII, SSD-SS
SSRCS Form 6 SSRCS Form 6 SSI, SSD-SS
SA, SSD-SS
19 days and
TOTAL: None
15 minutes

B. National Censuses Service (NCS)

1. Provision of List of Sample Establishments to Other Requesting
Government Agencies/Units
Office or Division: National Censuses Service (NCS)
Classification: Highly Technical
Type of Transaction: Government to Government
Who may avail: Other Government Agencies
CHECKLIST OF REQUIREMENTS
Request letter addressed to the National Statistician (NS) for the generation of list of
sample establishments for a particular establishment-based survey.
PERSON
AGENCY FEES TO PROCESS
CLIENT STEPS RESPONSIB
ACTIONS BE PAID ING TIME
LE
1. The client will send 1.1 The OANS will None 2 days Subject
request letter acknowledge the Matter
addressed to the request letter and Specialists of
National forward request the
Statistician (NS) letter to the Service/Divisi
for the generation concerned on
of list of sample service/division.
establishments for
a particular 1.2 The concerned
establishment- service/division
based survey. will evaluate the
request and
prepare a reply
letter regarding
therequest and will
endorse it to the
Office of the
National
Statistician (ONS)
for signature.
2. For approved 2.1 The concerned None 2 days Subject
request,the client service/division Matter
will draft a will endorse the Specialists of
Memorandum of draft MOA to the the
Agreement (MOA) Legal Service (LS) Service/Divisi
between PSA and for comments and on
their agency/office objections on
stipulating the specific
specific provisions.
requirements and
the corresponding 2.2 The client will
responsibilities of be informed on the
both parties. PSA legal
comments or
suggestions for
consideration

616
3. After considering 3.1 The concerned None (19 days Subject
and reflecting the service/division Review by Matter
necessary will endorse the the Legal Specialists of
comments and/or revised MOA to Service) the
suggestions on the the LS for final Service/Divisi
MOA, the client will review. on
resubmit the 3.2 Upon
revised MOA to approval, the MOA
the PSA for the will be endorsed to 3 days
final review and the proper
approval. signatories.
3.3 The
distribution of
establishments will
be provided to the
client for them to
determine the
allocation of
samples to be
selected.
3.4 The list of
samples
generated willbe
provided to the
client/requesting
agency through a
secured link with
corresponding
access code, after
the MOA is signed
and notarized by
both parties and
the survey has
been cleared
already by the
SSRCS or the
Statistical Survey
Review and
Clearance
System.
4. The client will 4.1 Prepare None Subject
provide the list of deputization order Matter
personnel who will and endorse to the Specialists of
be given access to ONS for signature. the
the list of samples. Service/Divisi
Other agency’s 4.2 Provide the on
personnel that will signed deputation
have access to the order to the client/
list of samples has requesting agency
to be deputized by for their use and
the PSA. reference.
Total 36 days

617
2. Provision of Establishment Survey Frame to PSA Concerned
Division In-Charge of the Establishment-Based Survey
Office or Division: National Censuses Service (NCS)
Classification: Highly Technical
Type of Transaction: Government to Governent
Who may avail: PSA Divisions conducting establishment-based survey
CHECKLIST OF REQUIREMENTS
Request on the generation of frame for the survey (e.g. Annual Survey of Philippine
Business and Industry, Quarterly Survey of Philippine Business and Industry, Labor
Turn-Over Survey, Integrated Survey on Labor and Employment and Occupational
Wages Survey, other agri-based surveys).

The Client should include/attach in the request the description of the Scope and
Coverage of the specific survey to be conducted.
FEES
AGENCY PROCESS PERSON
CLIENT STEPS TO BE
ACTIONS ING TIME RESPONSIBLE
PAID
1. The PSA client will 1. 1 The None 10 days Subject Matter
send email stating Service/Divisio Specialists of
the request on the n will the
generation of acknowledge Service/Divisio
frame for the the request n
survey (e.g. received
Annual Survey of through email
Philippine and proceed
Business and with the
Industry, Quarterly generation of
Survey of frame following
Philippine the scope and
Business and coverage of the
Industry, Labor specific survey.
Turn-Over Survey,
Integrated Survey The
on Labor and establishment
Employment and frame will be
Occupational provided to the
Wages Survey, requesting
other agri-based division through
surveys). a secure link
with
The Client should corresponding
include/attach in access code.
the request the
description of the
Scope and
Coverage of the
specific survey to
be conducted.
2. The PSA client will 2. 2 The None 5 days Subject Matter
fill-out the Service/Divisio Specialists of
acknowledgement n will provide the
receipt of the the transmittal Service/Divisio
transmittal form. form and the n
client
The PSA client are satisfaction
to review the frame survey.
for completeness
and updates on The
the characteristics Service/Divisio
of establishments n will reflect the
updates and

618
 based on the last changes in the
survey conducted. status and
characteristics
The PSA client of
should provide the establishments
servicing division provided by the
with the updates PSA client.
on status and
characteristics of The final
establishments in frame will be
the frame. provided to
PSA client
The PSA client will after
also fill-out client incorporating
satisfaction survey the updates.
to assess the
efficiency of the
process

Total 15 days

3. Provision of Data Request based on the List of Establishments (LE)

Office or Division: National Censuses Service (NCS)
Classification: Highly Technical
Type of Transaction: Government to Citizens/Business Entity
Who may avail: Citizens/Business Entity
CHECKLIST OF REQUIREMENTS
Request Letter
FEES
AGENCY PROCESS PERSON
CLIENT STEPS TO BE
ACTIONS ING TIME RESPONSIBLE
PAID
1. Client submits the 1. 1 If walk-in, None Receipt and
data request. RCC evaluates Control Clerk
Mode of request if request form (RCC)
may be through is duly
walk-in, telephone accomplished
query, by the client.
letter/courier,
email or thru PSA If without
infocenter request letter,
(info@psa.gov.ph) RCC should
. ask End-
user/client to
fill-up NCS
Data Request
Form for his/her
data
requirements.

In receiving and
controlling the
request, RCC
should enter
data request on
localhost of
NCS Data

619
 Request Entry
Form.
2. The Client will be 2. 1 Staff of the None variable Asst. Statistician,
informed if the SICD is to Stat Analyst,
data is already evaluate Statistical
available or will be request based Specialists
advised on the on data
standard required by the
processing time end-user/client.
and date of
release of If the data
requested data. requested is
already
available,
provide the
data
immediately
following the
standard reply
(for requests
done via
telephone or
email).
Otherwise,
inform the
Client of the
standard
processing time
of his/her
request and the
date the data
will be
available/releas
ed.

If data is not
available,
inform end-
user/client
immediately
that the data
requested is
unavailable
within PSA, and
may be
available to
another
agency.
3. If data requested 3. 1 If data None 3 days Subject matter
can be provided by requested can division, KMCD,
other divisions, the be provided by and other
Client will be other divisions statistical
informed through (e.g. prices, units/divisions of
e-mail that request import/export, PSA
was referred to foreign direct
another unit within investment,
PSA. etc.), forward
the request to

620
 concern
unit/division of
PSA, copy
furnish KMCD
at
info@psa.gov.p
h.
4. 4. 1 Assess None 1. Simple - Asst. Statistician,
complexity of 3 days Stat Analyst,
data request Statistical
and its 2. Complex Specialists,
standard - 7 days
processing
time. 3. With
Prepare/proces series of
s the data more than
request. 10 years
and with
low level of
Prepare disaggrega
reply/transmitta tion (e.g. 5-
l letter to be digit ,
signed by NCS barangay
ANS/ CTCO level)
DNS/National maximum
Statistician for of 15 days
approval/cleara
nce.
5. The Client will be 5. The requested None 1 day RCC, Asst.
requested to data will be Statistician,
accomplish Client transmitted to Stat Analyst,
Satisfaction the client Statistical
Survey Form together with Specialists
(Feedback Form) the signed
upon receipt of transmittal
requested data. letter and Client
Satisfaction
6. If data request
Survey
contains other
(Feedback
details aside from
Form).
the count of
6. Accomplish
establishments,
QMS Approval
the Client will also
Form for proper
accomplish the
documentation.
Data Product
Indicate
AgreementForm.
persons who
prepared and
reviewed the
request.
Total 10 Days

621
4.Provision of Data Request based on Census of Population and
Housing (CPH) or Census of Population (POPCEN)
Office or Division: National Censuses Service (NCS)
Classification: Highly Technical
Type of Transaction: Government to Citizens
Who may avail:
CHECKLIST OF REQUIREMENTS Where to secure

PERSON
AGENCY FEES TO PROCESS
CLIENT STEPS RESPONSIB
ACTIONS BE PAID ING TIME
LE
1. Client submits If walk-in, RCC None 1 day Receipt and
the data evaluates if Control Clerk
request. Mode request form is (RCC)
of request may duly accomplished
be through by the client.
walk-in,
telephone If without request
query, letter, RCC should
letter/courier, ask End-
or email. user/client to fill-up
NCS Data
Request Form for
his/her data
requirements.
In receiving and
controlling the
request, RCC
should enter data
request on
localhost of NCS
Data Request
Entry Form.
2. The Client will Staff of the PHCD None 1 day Asst.
be informed if is to evaluate Statistician,
the data is request based on Stat Analyst,
already data required by Statistical
available or will the end- Specialists
be advised on user/client.
the standard
processing If the data
time and date requested is
of release of already available,
requested provide the data
data. immediately
following the
standard reply (for
requests done via
telephone or
email). Otherwise,
inform the Client of
the standard
processing time of
his/her request
and the date the
data will be

622
 available/released
.
If product needed
is publication or
PUF/microdata
file, refer to
Knowledge
Management and
Communications
Division (KMCD)
or Registers and
Databases
Management
Division (RDMD).
If data is not
available, inform
end-user/client
immediately that
the data requested
is unavailable
within PSA, and
may be available
to another agency.
3. If data If data requested None 3 days Subject
requested can can be provided by matter
be provided by other divisions division,
other divisions, (e.g. volume of KMCD, and
the Client will production, other
be informed income and statistical
through e-mail employment, vital units/divisions
that request statistics, etc.), of PSA
was referred to forward the
another unit request to concern
within PSA. unit/division of
PSA, copy furnish
KMCD at
info@psa.gov.ph.
4. - Assess complexity None 1. Simple - Asst.
of data request 3 days Statistician,
and its standard 2. Complex Stat Analyst,
processing - 7 days Statistical
time.Prepare/proc 3. Highly Specialists,
ess the data technical -
request. maximum
of 20 days
Sr. Stat
For complex and Specialist,
highly technical Supervising
data requests, Stat
provide the Specialist,
necessary table Chief
formats and specs Statistical
to SDD. Review of Specialist,
output tables will SDD
be done by Programmers
Supervisors.

623
 Prepare NCS
reply/transmittal ANS/CTCO
letter to be signed DNS/National
by NCS ANS/ Statistician
CTCO
DNS/National
Statistician for
approval/clearanc
e
5. The Client will The requested None 1 day RCC, Asst.
be requested to data will be Statistician,
accomplish transmitted to the Stat Analyst,
Client client together with Statistical
Satisfaction the signed Specialists
Survey Form transmittal letter
(Feedback and Client
Form) upon Satisfaction
receipt of Survey (Feedback
requested
Form).
data.
Accomplish QMS
6. If product Approval Form for
needed is proper
publication or documentation.
PUF/microdata Indicate persons
file, the Client who prepared and
will also reviewed the
accomplish the request.
Data Product
Agreement
Form.
Prepare brief None Variable Asst.
report on Statistician,St
accomplished at
Feedback forms, Analyst,Statis
evaluating the tical
flaws, strengths, Specialists
and other
information on
serving data
needs to further
improve the
service.
10 days
Provision of Certification of Population Counts
(CPC)
CPC at the Central Office (CO)
CASE 1: If the request is received at Central Office and
request is NOT lower than barangay level
Client submits the CSS of the PHCD None Statistical
request for is under take Analyst (SA),
certification of procedure in any Statistical
population count of the following 1 day Specialist II
(CPC). Mode of instances: (SSII),
request may be Supervising
through walk-in, • Prepare and Statistical
letter/courier, or email. issue CPC to 1 week Specialist
the requesting upon (SuSS), Chief
party; receipt of

624
 validated Statistical
• Prepare and inputs from Specialist
issue CPC to PSA Field (CSS)
the requesting Office
party (if the
request is
creation of
barangay);
and,

• Prepare a
reply letter
stating the
counts (if the
request is
sitio/purok) to
the requesting
party;
- The CPC is to be None 2 days NCSANS/CT
submitted to NS CO
for Signature DNS/National
Statistician
The request will be None 1 day Chief
provided to the Statistical
client at the most Specialist
convenient (CSS)
platform (e.g.
email).
Total 11 days
CASE 2: If the request is received at Central Office and request is lower than barangay
level
Client submits the The CSS of the None 1 day CSS of the
request for Population and PHCD
certification of Housing Census
population count Division (PHCD) is
(CPC). Mode of to request the
request may be concerned
through walk-in, Provincial
letter/courier, or email. Statistical Office
(PSO), through its
Regional
Statistical
Services Office
(RSSO), to verify
the boundaries to
be able to
determine the
population counts
of the sitio/purok
being requested.
- The Chief None 1week PSO-CSS
Statistical
Specialist (CSS) of
the PSO (PSO-
CSS) is to
ascertain area
boundaries

625
 (conduct field
work, if necessary)
and determine the
household serial
number (HSN) of
the sitio/purok)
- The PSO-CSS is None 3 days PSO-CSS
to submit the maps
highlighting the
boundaries of the
requested area
and Form 1 to
Central office
forreview/evaluati
on.
The CSS of the None 3 days Statistical
PHCD is to check Analyst (SA),
if the maps and Statistical
Form 1 are Specialist II
complete and (SSII),
verify that the Supervising
boundaries of the Statistical
area requested is Specialist
clearly identified in (SuSS), Chief
the maps and the Statistical
corresponding Specialist
HSN in Form 1 (CSS)
If maps are clearly
covered and HSN
in Form 1 are 1 day
completely
identified, the
count is to be
computed for the
requested area.
Proceed to Step 1
of Case 1 (CPC at
the CO).
Otherwise, PHCD
is to send
feedback to PSO.
Then proceed to 1 day
Step 2 of Case 2
(CPC at the CO).

Total 16 days
• CPC at the Regional Statistical Service Office (RSSO)
CASE 1: If the request is received at RSSO and request is NOT lower than barangay
level
Client submits the Statistical None 1 day RSSO-
request for CPC at the Operations and SOCD-CSS
RSSO. Mode of Coordination
request may be Division (SOCD) -
through walk-in, CSS of the RSSO
letter/courier, or email. is to prepare and

626
 issue CPC and
reply letter.
- The CPC is to be None 1 day RSSO-
submitted to SOCD-CSS
Regional Director /RD
(RD) for Signature
- The request will be None 1 day RSSO-
provided to the SOCD-CSS
client at the most
convenient
platform (e.g.
email).
CTCO-NCS-
Provide a copy of PHCD/
the signed CPC to RSSO-
the Central Office 1 day SOCD-CSS /
and to the Concerned
concerned PSO-CSS
Provincial
Statistical Office
(PO)
Total 5 days
CASE 2: If the request is received at RSSO and request is lower than barangay level
Client submits the SOCD – CSS of None 3 days RSSO-
request for CPC at the the RSSO is to SOCD-CSS
RSSO. Mode of request the /Concerned
request may be concerned PO to PSO-CSS
through walk-in, verify the
letter/courier, or email. boundaries and to
determine the
population count
of the sitio/purok
being requested.
At the PO, PSO- None 1 week Concerned
CSS is to PSO-CSS
ascertain the
boundaries and
determine the
household serial Concerned
numbers (HSN) of 3 days PSO-CSS/
the sitio/purok RSSO-
being requested. SOCD-CSS/
CTCO-NCS-
PSO-CSS is to
PHCD
submit the maps
highlighting the
boundaries of the
requested area
and Form 1 to CO
through RSSO for
review and
evaluation.
At the RSSO, None 3 days RSSO-
SOCD – CSS is to SOCD-CSS
check if the maps
and Form 1 are

627
completed and
verified that the
boundaries of the
area requested is
clearly identified in
the maps and the
corresponding
HSN in Form 1
If maps are not
RSSO-
clearly covered
SOCD-CSS/
and HSN in Form
Concerned
1 are not clearly 3 days
PSO-CSS
identified, SOCD –
CSS should send
feedback to the
PO.
Otherwise, RSSO RSSO-
should submit the SOCD-CSS/
maps ad Form 1 to 1 day CTCO-NCS-
the CO. PHCD

At the CO, the None 3 days CSS of the

PHCD-CSS is to PHCD
check if the maps
are not clearly
covered and HSN
in Form 1 are not
clearly identified,
send feedback to
the field office. CSS of the
If maps are not PHCD/
clearly covered RSSO-
and HSN in Form 1 day SOCD-CSS/
1 are not Concerned
completely PSO-CSS
identified, send
feedback to the
field office.
Proceed to Step 3
of Case 2 (CPC at
the RSSO).

Otherwise, the
count is to be CSS of the
computed for the PHCD
requested area. 1 day

At the CO, PHCD None 1 day Statistical

is to prepare a Analyst (SA),
reply letter stating Statistical
the counts to the Specialist II
requesting party; (SSII),
Supervising
Statistical
Specialist
(SuSS), Chief
Statistical

628
 Specialist
(CSS)
The CPC is to be None 12 days NCS
submitted to NS ANS/CTCO
for Signature DNS/National
Statistician
The request will be None 1 day Chief
provided to the Statistical
client at the most Specialist
convenient (CSS)
platform (e.g.
email).
Total 29 days
CPC at the Provincial Statistical Office (PSO)
CASE 1: If the request is received at PSO and request is NOT lower than barangay
level
Client submits the The PSO is to None 1 day Statistical
request for prepare and issue Analyst (SA),
certification of CPC and prepare Statistical
population count a reply letter Specialist II
(CPC). Mode of (SSII),
request may be Supervising
through walk-in, Statistical
letter/courier, or email. Specialist
(SuSS), Chief
Statistical
Specialist
(CSS)
- The request will be None 3 days Statistical
provided to the Analyst (SA),
client at the most Statistical
convenient Specialist II
platform (e.g. (SSII),
email) Supervising
Statistical
Specialist
Provide a signed (SuSS), Chief
copy to CO and Statistical
RSSO Specialist
(CSS)
Total 4 days
CASE 2: If the request is received at PSO and request is lower than barangay level
Client submits the The PSO is to None 5 days Statistical
request for ascertain area Analyst (SA),
certification of boundaries Statistical
population count (conduct field Specialist II
(CPC). Mode of work, if necessary) (SSII),
request may be and determine the Supervising
through walk-in, household serial Statistical
letter/courier, or email. number (HSN) of Specialist
the sitio/purok) (SuSS), Chief
Statistical
Specialist
(CSS)

629
- The PSO is to None 2 days Statistical
submit the maps Analyst (SA),
highlighting the Statistical
boundaries of the Specialist II
requested area (SSII),
and Form 1 to CO Supervising
through RSSO for Statistical
review/evaluation. Specialist
(SuSS), Chief
Statistical
Specialist
(CSS)
- The SOCD is to None 2 days Statistical
check if the maps Analyst (SA),
and Form 1 are Statistical
completed and Specialist II
verified that the (SSII),
boundaries of the Supervising
area requested is Statistical
clearly identified in Specialist
the maps and the (SuSS), Chief
corresponding Statistical
HSN in Form 1 Specialist
(CSS)
If maps are clearly
covered and HSN
in Form 1 are
completely
identified, the
maps are to be
submitted to CO.
Otherwise, SOCD
is to send
feedback to PSO.
The PSO is to
verify/update the
submitted maps
and form. Then
proceed to Step 2
of Case 2 (CPC at
the PSO).
- The CO is to check None 3 days Statistical
if the maps and Analyst (SA),
Form 1 are Statistical
completed and Specialist II
verified that the (SSII),
boundaries of the Supervising
area requested is Statistical
clearly identified in Specialist
the maps and the (SuSS), Chief
corresponding Statistical
HSN in Form 1 Specialist
(CSS)
If maps are clearly
covered and HSN
in Form 1 are
completely 1 day
identified, the

630
 count is to be
computed for the
requested area.
PSO is to issue a
reply letter stating
the estimated
population counts.
Otherwise, PHCD-
CSS is to send
feedback to
RSSO. Then 1 day
proceed to Step 2
of Case 2 (CPC at
the PSO).
Total 14 days

631
C. Information Technology and Dissemination Service

1. Addressing and processing data request

The Philippine Statistics Authority serves as the central statistical authority of the
Philippine government on primary data collection on all national censuses and
surveys, sectoral statistics, consolidation of selected administrative recording systems
and compilation of national accounts. The agency maintains data holdings in secured
repositories and made statistical data available to public use for free through online
dissemination channels such as website and information portals.

Thus, the Knowledge Management and Communications Division under the ITDS as
the agency’s information arm is responsible on data sharing and dissemination of its
official statistics to its stakeholders.

1.1 Addressing and processing data request on available data or

statistics or with simple tabulation through Web Portal

a. Government to Citizen
Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification SIMPLE
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and
submit DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-request-
information: form
• Full Name
• Email address
• Company Name and Industry
• School Name (if student)/School
Type
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data Format
CLIENT STEPS AGENCY ACTION FEES TO PROCE PERSON
BE PAID SSING RESPONSIBLE
TIME
1. Fill-out and 1.1 Receive and None 5 Information
submit DRF acknowledge Web minutes Officer III,
through Web Portal Portal requests Information
Officer II,
Information
1.2 Log data request in Officer I
Data Requests
Tracking Number
Monitoring
1.3 Assess and None 1 day Information
validates the requested Officer III,
data if data are readily Information
available in file Officer II,
repository or website

632
 Information
1.4 Research and Officer I
process data if need for
simple tabulation(s)
2. Receive 2.1 Release data None 1 day Information
requested data and Officer III,
fill-up Feedback 2.2 Log data request as Information
Form successful Officer II

Total processing time 2 days 5 minutes

B. Government to Business Entity (G2C)

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS DIVISION
Classification Simple
Type of G2B- Government to Business Entity
Transaction
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and submit
DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-request-form
information:
• Full Name
• Email address
• Company Name and Industry
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data Format
CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON
TO BE TIME RESPONSIBLE
PAID
1. Fill-out and submit 1.1 Receive and None 5 minutes Information
DRF through Web acknowledge Web Officer III,
Portal Portal requests Information
Officer II,
1.2 Log data Information
request in Data Officer I
Requests Tracking
Number Monitoring
1.3 Assess and None 1 day Information
validates the Officer III,
requested data if Information
data are readily Officer II,
available in file Information
repository or Officer I
website
2. Receive 2.1 Release data None 1 day Information
requested data and Officer III,
fill-up Feedback 2.2 Log data Information
Form request as Officer II
successful
Total processing time 2 days 5 minutes

C. Government to Government Agency/Employee/Official

633
Office or KNOWLEDGE MANAGEMENT AND COMMUNICATIONS DIVISION
Division
Classification Simple
Type of G2G- Government to Government Agency/Employee/Official
Transaction
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and submit DRF
through this link:
The researcher must provide the https://psa.gov.ph/content/data-request-form
following information:
• Full Name
• Email address
• Company Name and Industry
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data
Format
CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON
TO BE TIME RESPONSIBLE
PAID
1. Fill-out and 1.1 Receive and None 5 minutes Information Officer
submit DRF acknowledge Web III, Information
through Web Portal requests Officer II, Information
Portal Officer I
1.2 Log data
request in Data
Requests Tracking
Number Monitoring
1.3 Assess and None 1 day Information Officer
validates the III, Information
requested data if Officer II, Information
data are readily Officer I
available in file
repository or
website
2. Receive 2.1 Release data None 1 day Information Officer
requested data III, Information
and fill-up 2.2 Log data Officer II
Feedback Form request as
successful
Total processing time None 2 days 5 minutes

634
1.2 Addressing and processing data request on available data or
statistics or with simple tabulation through info email

a. Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification SIMPLE
Type of G2C- Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to
info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON
TO BE TIME RESPONSIBL
PAID E
1.Send email 1.1 Receive and None 5 minutes Information
request with acknowledge data Officer III,
specific details as request received from Information
follows: info email Officer II,
• Name Information
• Specific 1.2 Log data request Officer I
Request in Data Requests
Tracking Number
Monitoring
1.3 Assess and None 1 day Information
validates the Officer III,
requested data if data Information
are readily available in Officer II,
file repository or Information
website Officer I

1.4 Research and

process data if need
for simple
tabulation(s)
2. Receive 2.1 Release data None 1 day Information
requested data Officer III,
and fill-up 2.2 Log data request Information
Feedback Form as successful Officer II
Total processing time 2 days 5 minutes

B. Government to Business Entity

635
Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification SIMPLE
Type of G2B- Government to Business Entity
Transaction
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to
info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON
TO BE TIME RESPONSIBL
PAID E
1.Send email request 1.1 Receive and None 5 minutes Information
with specific details as acknowledge data Officer III,
follows: request received Information
• Name from info email Officer II,
• Specific Information
Request 1.2 Log data Officer I
request in Data
Requests Tracking
Number Monitoring
1.3 Assess and None 1 day Information
validates the Officer III,
requested data if Information
data are readily Officer II,
available in file Information
repository or Officer I
website

1.4 Research and

process data if need
for simple
tabulation(s)
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data Information
request as Officer II
successful
Total processing time 2 days 5 minutes

C. Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification SIMPLE
Type of G2G- Government to Government Agency/Employee/Official
Transaction
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to
info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON
TO BE TIME RESPONSIB
PAID LE
1.Send email 1.1 Receive and None 5 minutes Information
request with acknowledge data Officer III,
specific details as request received from Information
follows: info email Officer II,
• Name Information
Officer I

636
 • Specific 1.2 Log data request in
Request Data Requests
Tracking Number
Monitoring
1.3 Assess and None 1 day Information
validates the requested Officer III,
data if data are readily Information
available in file Officer II,
repository or website Information
Officer I
1.4 Research and
process data if need for
simple tabulation(s)
2. Receive 2.1 Release data None 1 day Information
requested data Officer III,
and fill-up 2.2 Log data request as Information
Feedback Form successful Officer II
Total processing time 2 days 5 minutes

1.3 Addressing and processing data request on available data or

statistics or with simple tabulation through Electronic Freedom of
Information (e-FOI)

A. G2C- Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification SIMPLE
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data request submitted to Electronic Freedom of Data request may be sent to PSA e-
Information (e-FOI) FOI Portal
CLIENT STEPS AGENCY ACTION FEES PROC PERSON
TO ESSIN RESPONSIBLE
BE G
PAID TIME
1.Submit e-FOI request 1.1 Accepts and receive None 10 Information
to PSA providing the and e-FOI data minute Officer III,
following information: request by the s Information
• Data Receiving Officer Officer II,
• Coverage of Information
data request 1.2 Assign received data Officer I
• Intended request to Decision
purpose of use Maker
• Specific
message to PSA 1.3 Log data request in
Data Requests
Tracking Number
Monitoring

1.4 Assess and None 1 day Information

validates the Officer III,
requested data by Information
the DM if data are Officer II,
readily available in Information
file repository or Officer I
website

637
 1.5 Forward to Data
Request Processors
if need for research,
process, and
generates data if
need for simple
tabulation(s)
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data request as Information
successful Officer II
Total processing time 2 days 10 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification SIMPLE
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data request submitted to Electronic Freedom Data request may be sent to PSA e-FOI
of Information (e-FOI) Portal
CLIENT STEPS AGENCY ACTION FEES PROCE PERSON
TO BE SSING RESPONSIBLE
PAID TIME
1.Submit e-FOI 1.1 Accepts and None 10 Information Officer
request to PSA receive and e-FOI minutes III, Information
providing the data request by the Officer II,
following information: Receiving Officer Information Officer I
• Data
• Coverage of 1.2 Assign received
data request data request to
• Intended Decision Maker
purpose of use
• Specific 1.3 Log data request in
message to Data Requests
PSA Tracking Number
Monitoring

1.4 Assess and None 1 day Information Officer

validates the III, Information
requested data by Officer II,
the DM if data are Information Officer I
readily available in
file repository or
website

1.5 Forward to Data

Request
Processors if need
for research,
process, and

638
 generates data if
need for simple
tabulation(s)
2. Receive requested 2.1 Release data None 1 day Information Officer
data and fill-up III, Information
Feedback Form 2.2 Log data request as Officer II
successful
Total processing time 2 days10 minutes

C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification SIMPLE
Type of G2G- Government to Government Agency/Employee/Official
Transaction
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data request submitted to Electronic Data request may be sent to PSA e-FOI Portal
Freedom of Information (e-FOI)
CLIENT STEPS AGENCY FEES PROCESSING PERSON
ACTION TO BE TIME RESPONSIBLE
PAID
1.Submit e-FOI 1.1 Accepts and None 10 minutes Information
request to PSA receive and Officer III,
providing the e-FOI data Information
following information: request by Officer II,
• Data the Information
• Coverage of Receiving Officer I
data request Officer
• Intended
purpose of use 1.2 Assign
• Specific received
message to data
PSA request to
Decision
Maker

1.3 Log data

request in
Data
Requests
Tracking
Number
Monitoring

1.4 Assess and None 1 day Information

validates Officer III,
the Information
requested Officer II,
data by the

639
 DM if data Information
are readily Officer I
available in
file
repository
or website

1.5 Forward to
Data
Request
Processors
if need for
research
and
process,
and
generates
data if need
for simple
tabulation(s
)
2. Receive requested 2.1 Release None 1 day Information
data and fill-up data Officer III,
Feedback Form Information
2.2 Log data Officer II
request as
successful
Total processing time 2 days 10 minutes

640
 1.4 Addressing and processing data request on available data or
statistics or with simple tabulation through hand-carry documents
submitted to ONS or KMCD

A. G2C-Governmetn to Citizen

Office or KNOWLEDGE MANAGEMENT AND COMMUNICATIONS DIVISION

Division
Classification SIMPLE
Type of G2C- Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the Office
of the National Statistician or to KMCD
CLIENT STEPS AGENCY FEES PROCESSIN PERSON
ACTION TO BE G TIME RESPONSIBLE
PAID
1.Submit letter 1.1 Receive and None 5 minutes Information Officer
request addressed to acknowledge data III, Information
the National request received Officer II,
Statistician and Civil from info email Information Officer
Registrar General I
with an affixed 1.2 Log data
signature of the request in Data
requester and Requests
Research/Project Tracking Number
Head/Adviser Monitoring
indicating the
following specific
details:
• Name of the
requester
• Company
Affiliation
• Specific
request
• Purpose of
request
1.3 Assess and None 1 day Information Officer
validates the III, Information
requested data if Officer II,
data are readily Information Officer
available in file I
repository or
website

1.4 Research and

process data if
need for simple
tabulation(s)
2. Receive requested 2.1 Release data None 1 day Information Officer
data and fill-up through info email III, Information
Feedback Form Officer II
2.2 Log data
request as
successful
Total processing time None 2 days 5 minutes

641
B. Government to Business Entity
Office or KNOWLEDGE MANAGEMENT AND COMMUNICATIONS DIVISION
Division
Classificat SIMPLE
ion
Type of G2B- Government to Business Entity
Transactio
n
Who may Business establishments/researchers in private sector
avail:
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the Office
of the National Statistician or to KMCD
CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON
TO BE TIME RESPONSIBLE
PAID
1.Submit letter 1.1 Receive and None 5 minutes Information Officer
request addressed acknowledge data III, Information
to the National request received Officer II,
Statistician and from info email Information Officer
Civil Registrar I
General with an 1.2 Log data
affixed signature request in Data
of the requester Requests Tracking
and Number Monitoring
Research/Project 1.3 Assess and None 1 day Information Officer
Head/Adviser validates the III, Information
indicating the requested data if Officer II,
following specific data are readily Information Officer
details: available in file I
• Name of repository or
the website
requester
• Company 1.4 Research and
Affiliation process data if need
• Specific for simple
request tabulation(s)
• Purpose of
request
2. Receive 2.1 Release data None 1 day Information Officer
requested data through info email III, Information
and fill-up Officer II
Feedback Form 2.2 Log data
request as
successful
Total processing time 2 days 5 minutes

C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION

642
Classification SIMPLE
Type of Transaction G2G- Government to Government Agency/Employee/Official
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to:
Office of the National Statistician or to
KMCD
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Submit letter request 1.1 Receive and None 5 minutes Information
addressed to the acknowledge data Officer III,
National Statistician and request received Information
Civil Registrar General from info email Officer II,
with an affixed signature Information
of the requester and 1.2 Log data Officer I
Research/Project request in Data
Head/Adviser indicating Requests Tracking
the following specific Number Monitoring
details:
• Name of the
requester
• Company
Affiliation
• Specific request
• Purpose of
request
1.3 Assess and None 1 day Information
validates the Officer III,
requested data if Information
data are readily Officer II,
available in file Information
repository or Officer I
website

1.4 Research and

process data if
need for simple
tabulation(s)
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Feedback through info email Officer III,
Form Information
2.2 Log data Officer II
request as
successful
Total processing time 2 days 5 minutes

1.5 Addressing and processing data request on public use files of

PSA’s censuses or surveys through Web Portal

A. Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification SIMPLE
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

643
Accomplished Data Request Form Web Portal may be accessed and
submit DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-
information: request-form
• Full Name
• Email address
• Company Name and Industry
• School Name (if student)/School
Type
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data Format
Letter request Letter request shall be submitted to
Office of the National Statistician or to
KMCD
Accomplished and signed copy of Data Data Request Section, KMCD
Product Agreement Form

CLIENT STEPS AGENCY ACTION FEES PROCES PERSON

TO BE SING RESPONSIBLE
PAID TIME
1. Fill-out and submit 1.1 Receive and None 5 minutes Information
DRF through Web acknowledge Web Officer III,
Portal Portal requests Information
through info email Officer II,
Information
1.2 Log data Officer I
request in Data
Requests Tracking
Number Monitoring
2.Send additional 1.3 Assess and None 1 day Information
request as follows: validates the Officer III,
a.) Letter request requested puf data Information
addressed to the if data are readily Officer II,
National Statistician available in file Information
and Civil Registrar repository or Officer I
General with an affixed website
signature of the
requester and 1.4 Advise to get
Agency/Research files if the puf
Head/Thesis Adviser request is more
indicating the following than three (3)
information: surveys/censuses
• Name of the with two (2)
requester reference periods
• School/Compan to the PSA Library
y Affiliation
• Specific puf
request and
reference period
• Purpose of using
the puf

b) Fill-out and
accomplish Data
Product Agreement
Form

644
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up through info email Officer III,
Feedback Form Information
2.2 Log data Officer II
request as
successful
Total processing time 2 days 5 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification SIMPLE
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and
submit DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-
information: request-form
• Full Name
• Email address
• Company Name and Industry
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data Format
Letter request Letter request shall be submitted to
Office of the National Statistician or to
KMCD
Accomplished and signed copy of Data Data Request Section, KMCD
Product Agreement Form

CLIENT STEPS AGENCY ACTION FEES PROCES PERSON

TO BE SING RESPONSIBLE
PAID TIME
1. Fill-out and submit 1.1 Receive and None 5 minutes Information
DRF through Web acknowledge Web Officer III,
Portal Portal requests Information
through info email Officer II,
Information
1.2 Log data Officer I
request in Data
Requests Tracking
Number Monitoring

2.Send additional 1.3 Assess and None 1 day Information

request as follows: validates the Officer III,
a.) Letter request requested puf data if Information
addressed to the data are readily Officer II,
National Statistician available in file Information
and Civil Registrar repository or website Officer I
General with an affixed
signature of the 1.4 Advise to get files
requester and if the puf request is
Agency/Research more than three (3)
Head/Thesis Adviser surveys/censuses with
indicating the following two (2) reference
information: periods to the PSA
Library

645
 • Name of the
requester
• School/Compan
y Affiliation
• Specific puf
request and
reference period
• Purpose of using
the puf

b) Fill-out and
accomplish Data
Product Agreement
Form
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up through info email Officer III,
Feedback Form Information
2.2 Log data request Officer II
as successful
Total processing time None 2 days 5 minutes

C. Government vs Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification SIMPLE
Type of Transaction G2G- Government to Government Agency/Employee/Official
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and
submit DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-request-
information: form
• Full Name
• Email address
• Agency

646
 • Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data Format
Letter request Letter request shall be submitted to
Office of the National Statistician or to
KMCD
Accomplished and signed copy of Data Product Data Request Section, KMCD
Agreement Form

CLIENT STEPS AGENCY ACTION FEES PROCES PERSON

TO BE SING RESPONSIBLE
PAID TIME
1. Fill-out and submit 1.1 Receive and None 5 minutes Information
DRF through Web acknowledge Web Officer III,
Portal Portal requests Information
through info email Officer II,
Information
Officer I
1.2 Log data request
in Data Requests
Tracking Number
Monitoring
2.Send additional 1.3 Assess and None 1 day Information
request as follows: validates the Officer III,
a.) Letter request requested puf data if Information
addressed to the data are readily Officer II,
National Statistician available in file Information
and Civil Registrar repository or website Officer I
General with an affixed
signature of the 1.4 Advise to get files
requester and if the puf request is
Agency/Research more than three (3)
Head/Thesis Adviser surveys/censuses
indicating the following with two (2) reference
information: periods to the PSA
• Name of the Library
requester
• School/Compan
y Affiliation
• Specific puf
request and
reference period
• Purpose of using
the puf

b) Fill-out and
accomplish Data
Product Agreement
Form
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up through info email Officer III,
Feedback Form Information
2.2 Log data request Officer II
as successful
Total processing time 2 days 5 minutes

647
1.6 Addressing and processing data request data request on public use
files of PSA’s censuses or surveys through info email

A. G2C- Government to Citizen

B.
Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification SIMPLE
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request with an attached request letter Data request may be sent to
info@psa.gov.ph
Accomplished and signed copy of Data Product Data Request Section, KMCD
Agreement Form
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Submit letter request 1.1 Receive and None 5 minutes Information
addressed to the acknowledge letter Officer III,
National Statistician request through info Information
and Civil Registrar email Officer II,
General with an affixed Information
signature of the 1.2 Log data request Officer I
requester and in Data Requests
Agency/Research Tracking Number
Head/Thesis Adviser Monitoring
indicating the following
information:
• Name of the
requester
• Company
Affiliation
• Specific puf
request and
reference period
• Purpose of using
the puf

2) Fill-out and
accomplish Data
Product Agreement
Form
Total processing time 5 minutes

648
 B. G2B- Government to Business Entity
Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification SIMPLE
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request with an attached request letter Data request may be sent to
info@psa.gov.ph
Accomplished and signed copy of Data Product Data Request Section, KMCD
Agreement Form
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME

1.Submit letter request 1.1 Receive and None 5 minutes Information

addressed to the acknowledge letter Officer III,
National Statistician request through info Information
and Civil Registrar email Officer II,
General with an affixed Information
signature of the 1.2 Log data request Officer I
requester and in Data Requests
Agency/Research Tracking Number
Head/Thesis Adviser Monitoring
indicating the following
information:
• Name of the
requester
• Company 1.3 Assess and None 1 day Information
Affiliation validates the Officer III,
• Specific puf requested puf data if Information
request and data are readily Officer II,
reference period available in file Information
• Purpose of using repository or website Officer I
the puf
1.4 Advise to get files
2) Fill-out and if the puf request is
accomplish Data more than three (3)
Product Agreement surveys/censuses
Form with two (2) reference
periods to the PSA
Library

2. Receive requested 2.1 Release data None 1 day Information

data and fill-up Officer III,
Feedback Form 2.2 Log data request Information
as successful Officer II
Total processing time 2 days 5 minutes

649
C. G2G- Government to Government Agency/Employee/Official

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification SIMPLE
Type of G2G- Government to Government Agency/Employee/Official
Transaction
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request with an attached request letter Data request may be sent to
info@psa.gov.ph
Accomplished and signed copy of Data Product Data Request Section, KMCD
Agreement Form
CLIENT STEPS AGENCY FEES PROCE PERSON
ACTION TO SSING RESPONSIBLE
BE TIME
PAID
1.Submit letter request 1.1 Receive and None 5 Information
addressed to the National acknowledge minutes Officer III,
Statistician and Civil letter request Information
Registrar General with an through info Officer II,
affixed signature of the email Information
requester and Officer I
Agency/Research 1.2 Log data
Head/Thesis Adviser request in Data
indicating the following Requests
information: Tracking
• Name of the requester Number
• Company Affiliation Monitoring
• Specific puf request 1.3 Assess and None 1 day Information
and reference period validates the Officer III,
• Purpose of using the requested puf Information
puf data if data are Officer II,
readily available Information
2) Fill-out and accomplish in file repository Officer I
Data Product Agreement or website
Form
1.4 Advise to
get files if the puf
request is more
than three (3)
surveys/census
es with two (2)
reference
periods to the
PSA Library
2. Receive requested data 2.1 Release None 1 day Information
and fill-up Feedback Form data Officer III,
Information
2.2 Log data Officer II
request as
successful
Total processing time 2 days 5 minutes

650
1.7 Addressing and processing data request data request on public use
files of PSA’s censuses or surveys through Electronic Freedom of
Information (e-FOI)

A. G2B- Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification SIMPLE
Type of G2B- Government to Business Entity
Transaction
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data request submitted to Electronic Data request may be sent to PSA e-FOI
Freedom of Information (e-FOI) with an Portal
attached request letter
Accomplished and signed copy of Data Data Request Section, KMCD
Product Agreement Form
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Submit e-FOI 1.1 Accepts and None 10 Information
request to PSA receive and e- minutes Officer III,
providing the FOI data request Information
following information: by the Receiving Officer II,
• Data Officer Information
• Coverage of Officer I
data request 1.2 Assign received
• Intended data request to
purpose of use Decision Maker
• Specific
message to 1.3 Log data request
PSA in Data Requests
Tracking Number
Attach letter request Monitoring
addressed to the
National Statistician
and Civil Registrar
General with an
affixed signature of
the requester and
Agency/Research
Head/Thesis Adviser
indicating the
following information:
• Name of the
requester
• Company
Affiliation
• Specific puf
request and
reference
period
• Purpose of
using the puf

Fill-out and
accomplish Data
Product Agreement
Form
651
 1.4 Assess and None 1 day Information
validates the Officer III,
requested data by Information
the DM if data are Officer II,
readily available in Information
file repository or Officer I
website

1.5 Forward to Data

Request Processors
if need for research,
process, and
generates data if
need for simple
tabulation(s)
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data request Information
as successful Officer II
Total processing time None 2 days 10 minutes

B. G2G- Government to Government Agency/Employee/Official

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification SIMPLE
Type of Government to Government Agency/Employee/Official
Transaction
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data request submitted to Electronic Data request may be sent to PSA e-FOI
Freedom of Information (e-FOI) with an Portal
attached request letter
Accomplished and signed copy of Data Data Request Section, KMCD
Product Agreement Form
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Submit e-FOI 1.3 Accepts and None 10 Information
request to PSA receive and e- minutes Officer III,
providing the FOI data request Information
following information: by the Receiving Officer II,
• Data Officer Information
• Coverage of Officer I
data request 1.4 Assign received
• Intended data request to
purpose of use Decision Maker
• Specific
message to 1.3 Log data request
PSA in Data Requests
Tracking Number
Attach letter request Monitoring
addressed to the
National Statistician
and Civil Registrar
General with an
affixed signature of
the requester and
Agency/Research

652
 Head/Thesis Adviser
indicating the
following information:
• Name of the
requester
• Company
Affiliation
• Specific puf
request and
reference
period
• Purpose of
using the puf

Fill-out and
accomplish Data
Product Agreement
Form
1.4 Assess and None 1 day Information
validates the Officer III,
requested data by Information
the DM if data are Officer II,
readily available in Information
file repository or Officer I
website

1.5 Forward to Data

Request Processors
if need for research,
process, and
generates data if
need for simple
tabulation(s)
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data request Information
as successful Officer II
Total processing time None 2 days 10 minutes

1.8 Addressing and processing data request on public use files of

PSA’s censuses or surveys through hand-carry documents
submitted to ONS or KMCD

A. G2C – Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification SIMPLE
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to
the Office of the National Statistician
or to KMCD
Accomplished and signed copy of Data Product Data Request Section, KMCD
Agreement Form

653
 CLIENT STEPS AGENCY ACTION FEES PROCE PERSON
TO BE SSING RESPONSIBL
PAID TIME E
1.Submit letter request 1.1 Receive and None 5 Information
addressed to the
acknowledge letter minutes Officer III,
National Statistician
request through info Information
and Civil Registrar email Officer II,
General with an affixed Information
signature of the 1.2 Log data request in Officer I
requester and Data Requests Tracking
Research/Project Number Monitoring
Head/Adviser
indicating the following
specific details:
• Name of the
requester
• Company
Affiliation
• Specific puf
request and
reference period
• Purpose of using
the puf
Fill-out and accomplish
Data Product
Agreement Form
1.3 Assess and validates None 1 day Information
the requested puf data if Officer III,
data are readily available Information
in file repository or Officer II,
website Information
Officer I
1.4 Advise to get files if
the puf request is more
than three (3)
surveys/censuses with
two (2) reference periods
to the PSA Library
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data request as Information
successful Officer II

Total processing time 2 days 5 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification SIMPLE
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the
Office of the National Statistician or to
KMCD
Accomplished and signed copy of Data Data Request Section, KMCD
Product Agreement Form

654
 CLIENT STEPS AGENCY ACTION FEES PROCESS PERSON
TO BE ING TIME RESPONSIBLE
PAID
1.Submit letter request 1.1 Receive and None 5 minutes Information
addressed to the acknowledge letter Officer III,
National Statistician request through info Information
and Civil Registrar email Officer II,
General with an affixed Information
signature of the 1.2 Log data request Officer I
requester and in Data Requests
Research/Project Tracking Number
Head/Adviser Monitoring
indicating the following
specific details:
• Name of the
requester
• Company
Affiliation
• Specific puf
request and
reference period
• Purpose of using
the puf
Fill-out and accomplish
Data Product
Agreement Form
1.3 Assess and None 1 day Information
validates the Officer III,
requested puf data if Information
data are readily Officer II,
available in file Information
repository or website Officer I

1.4 Advise to get

files if the puf
request is more than
three (3)
surveys/censuses
with two (2)
reference periods to
the PSA Library
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data request Information
as successful Officer II
Total processing time 2 days and 5 minutes

C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification SIMPLE
Type of Transaction G2G- Government to Government to Government
Agency/Employee/Official
Who may avail: Government agencies, GOCCs, SUCs/ government
employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the
Office of the National Statistician or to
KMCD

655
Accomplished and signed copy of Data Data Request Section, KMCD
Product Agreement Form
CLIENT STEPS AGENCY ACTION FEES PROCESS PERSON
TO BE ING TIME RESPONSIBLE
PAID
1.Submit letter request 1.1 Receive and None 5 minutes Information
addressed to the acknowledge letter Officer III,
National Statistician request through info Information
and Civil Registrar email Officer II,
General with an affixed Information
signature of the 1.2 Log data request Officer I
requester and in Data Requests
Research/Project Tracking Number
Head/Adviser Monitoring
indicating the following
specific details:
• Name of the
requester
• Company
Affiliation
• Specific puf
request and
reference period
• Purpose of using
the puf

Fill-out and accomplish

Data Product
Agreement Form
1.3 Assess and None 1 day Information
validates the Officer III,
requested puf data if Information
data are readily Officer II,
available in file Information
repository or website Officer I

1.4 Advise to get

files if the puf
request is more than
three (3)
surveys/censuses
with two (2)
reference periods to
the PSA Library
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data request Information
as successful Officer II
Total processing time 2 days

1.9 Addressing and processing data request with special tabulations

(with more than two [2] indicators and two [2] tables) through Web
Portal

A. G2C- Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX

656
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and
submit DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-
information: request-form
• Full Name
• Email address
• Company Name and Industry
• School Name (if student)/School Type
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data Format
CLIENT STEPS AGENCY ACTION FEES PROCESSIN PERSON
TO G TIME RESPONSI
BE BLE
PAID
1. Fill-out and submit DRF 1.1 Receive and None 5 minutes Information
through Web Portal acknowledge Web Officer III,
Portal requests Information
Officer II,
1.2 Log data request Information
in Data Requests Officer I
Tracking Number
Monitoring
1.1 Assess and None 4 days Information
validates the Officer III,
requested data Information
Officer II,
1.2 Research, Information
process, and Officer I
generates data
for special
tabulations

1.3 Validates
tabulated tables
before release
2. Receive requested data 2.1 Release data None 1 day Information
and fill-up Feedback Form Officer III,
2.2 Log data request Information
as successful Officer II
Total processing time 5 days 5 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and submit
DRF through this link:

657
The researcher must provide the following https://psa.gov.ph/content/data-request-
information: form
• Full Name
• Email address
• Company Name and Industry
• School Name (if student)/School Type
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data Format
CLIENT STEPS AGENCY ACTION FEE PROCESSIN PERSON
S TO G TIME RESPONSIBLE
BE
PAID
1. Fill-out and submit 1.1 Receive and None 5 minutes Information
DRF through Web acknowledge Web Officer III,
Portal Portal requests Information
Officer II,
1.2 Log data request in Information
Data Requests Tracking Officer I
Number Monitoring
1.4 Assess and None 4 days Information
validates the Officer III,
requested data Information
Officer II,
1.5 Research, process, Information
and generates data Officer I
for special
tabulations

1.6 Validates tabulated

tables before release
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data request as Information
successful Officer II
Total processing time 5 days 5 minutes

C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification COMPLEX
Type of Transaction G2G- Government to Government Agency/Employee/Official
Who may avail: Government agencies, GOCCs, SUCs/ government
employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and submit
DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-request-
information: form
• Full Name
• Email address

658
 • Company Name and Industry
• School Name (if student)/School
Type
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data Format
CLIENT STEPS AGENCY ACTION FEES PROCESS PERSON
TO BE ING TIME RESPONSIBLE
PAID
1. Fill-out and submit 1.1 Receive and None 5 minutes Information
DRF through Web acknowledge Web Officer III,
Portal Portal requests Information
Officer II,
1.2 Log data request Information
in Data Requests Officer I
Tracking Number
Monitoring
1.7 Assess and None 4 days Information
validates the Officer III,
requested data Information
Officer II,
1.8 Research, Information
process, and Officer I
generates data
for special
tabulations

1.9 Validates
tabulated tables
before release
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data request Information
as successful Officer II
Total processing time 5 days 5 minutes

1.10 Addressing and processing data request with special tabulations

(with more than two [2] indicators and two [2] tables) through info
email

A. G2C- Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON
TO BE TIME RESPONSIBLE
PAID
1.Send email request 1.1 Receive and None 5 minutes Information
with specific details as acknowledge data Officer III,
follows: request received Information
• Name from info email Officer II,

659
 • Specific Information
Request 1.2 Log data Officer I
request in Data
Requests Tracking
Number Monitoring
1.5 Assess and None 4 days Information
validates the Officer III,
requested data Information
Officer II,
1.6 Research, Information
process, and Officer I
generates data
for special
tabulations

1.7 Validates
tabulated tables
before release
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data Information
request as Officer II
successful
Total processing time 5 days 5 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to
info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Send email request 1.1 Receive and None 5 minutes Information Officer
with specific details as acknowledge data III, Information
follows: request received Officer II,
• Name from info email Information Officer
• Specific I
Request 1.2 Log data
request in Data
Requests Tracking
Number Monitoring
1.8 Assess and None 4 days Information Officer
validates the III, Information
requested data Officer II,
Information Officer
1.9 Research, I
process, and
generates data
for special
tabulations

660
 1.10 Validates
tabulated tables
before release
2. Receive requested 2.1 Release data None 1 day Information Officer
data and fill-up III, Information
Feedback Form 2.2 Log data Officer II
request as
successful
Total processing time 5 days and 5 minutes

C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of Transaction G2G- Government to Government
Agency/Employee/Official
Who may avail: Government agencies, GOCCs, SUCs/ government
employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to
info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES PROCESS PERSON
TO BE ING TIME RESPONSIBL
PAID E
1.Send email request 1.1 Receive and None 5 minutes Information
with specific details as acknowledge data Officer III,
follows: request received Information
• Name from info email Officer II,
• Specific Information
Request 1.2 Log data request Officer I
in Data Requests
Tracking Number
Monitoring
1.11 Assess and None 4 days Information
validates the Officer III,
requested data Information
Officer II,
1.12 Research, Information
process, and Officer I
generates data
for special
tabulations

1.13 Validates
tabulated tables
before release
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data request Information
as successful Officer II
Total processing time 5 days and 5 minutes

661
1.11 Addressing and processing data request with special tabulations
(with more than two [2] indicators and two [2] tables) through
Electronic Freedom of Information (e-FOI)

A. G2C- Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2C- Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data request submitted to Electronic Freedom Data request may be sent to PSA e-
of Information (e-FOI) FOI Portal
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Submit e-FOI 1.1 Accepts and receive None 10 Information
request to PSA and e-FOI data minutes Officer III,
providing the request by the Information
following Receiving Officer Officer II,
information: Information
• Data 1.2 Assign received data Officer I
• Coverage of request to Decision
data request Maker
• Intended
purpose of 1.3 Log data request in
use Data Requests
• Specific Tracking Number
message to Monitoring
PSA
1.4 Assess and None 4 days Information
validates the Officer III,
requested data by Information
the DM Officer II,
Information
1.5 Forward to Data Officer I
Request Processors
for research,
process, and
generates data for
special tabulations

1.6 Validates tabulated

tables before release
2. Receive 2.1 Release data None 1 day Information
requested data and Officer III,
fill-up Feedback 2.2 Log data request as Information
Form successful Officer II
Total processing time 5 days and 10 minutes

662
B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2B- Government to Business Entity
Transaction
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data request submitted to Electronic Freedom of Data request may be sent to PSA e-
Information (e-FOI) FOI Portal
CLIENT STEPS AGENCY ACTION FEE PROCESSIN PERSON
S TO G TIME RESPONSIB
BE LE
PAID
1.Submit e-FOI request 1.7 Accepts and None 10 minutes Information
to PSA providing the receive and e-FOI Officer III,
following information: data request by the Information
• Data Receiving Officer Officer II,
• Coverage of Information
data request 1.8 Assign received Officer I
• Intended data request to
purpose of use Decision Maker
• Specific
message to PSA 1.9 Log data request in
Data Requests
Tracking Number
Monitoring

1.10 Assess and None 4 days Information

validates the Officer III,
requested data by Information
the DM Officer II,
Information
1.11 Forward to Officer I
Data Request
Processors for
research, process,
and generates
data for special
tabulations

1.12 Validates
tabulated tables
before release
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data request Information
as successful Officer II
Total processing time 5 days and 10 minutes

663
C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2G- Government to Government Agency/Employee/Official
Transaction
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data request submitted to Electronic Freedom of Data request may be sent to PSA e-
Information (e-FOI) FOI Portal
CLIENT STEPS AGENCY ACTION FEES PROCE PERSON
TO BE SSING RESPONSIBLE
PAID TIME
1.Submit e-FOI request 1.13 Accepts and None 10 Information
to PSA providing the receive and e-FOI minutes Officer III,
following information: data request by the Information
• Data Receiving Officer Officer II,
• Coverage of Information
data request 1.14 Assign Officer I
• Intended received data
purpose of use request to Decision
• Specific Maker
message to PSA
1.15 Log data
request in Data
Requests Tracking
Number Monitoring

1.16 Assess and None 4 days Information

validates the Officer III,
requested data by Information
the DM Officer II,
Information
1.17 Forward to Officer I
Data Request
Processors for
research, process,
and generates
data for special
tabulations

1.18 Validates
tabulated tables
before release
2. Receive requested 2.1 Release data None 1 day Information
data and fill-up Officer III,
Feedback Form 2.2 Log data request Information
as successful Officer II
Total processing time 5 days and 10 minutes

664
1.12 Addressing and processing data request with special tabulation
(with more than two [2] indicators and two [2] tables) through hand-
carry documents submitted to ONS or KMCD

A. G2C-Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2C-Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the
Office of the National Statistician or to
KMCD
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Submit letter 1.1 Receive and None 5 minutes Information
request acknowledge data request Officer III,
addressed to the received from info email Information
National Officer II,
Statistician and 1.2 Log data request in Information
Civil Registrar Data Requests Tracking Officer I
General with an Number Monitoring
affixed signature
of the requester
and
Research/Projec
t Head/Adviser
indicating the
following specific
details:
• Name of
the
requester
• Company
Affiliation
• Specific
request
• Purpose
of request

1.1 Assess and validates None 5 days Information

the requested data Officer V,
Information
1.2 Research, process, and Officer III,
generates data for Information
special tabulations Officer II,
Information
1.3 Validates tabulated Officer I
data before release

1.4 Draft response letter

and submits to Division
Chief for approval

665
 1.5 Route approved
response letter to ANS,
DNS, and ONS
2. Receive 2.1 Releases advance copy None 1 day Information
requested data of data through info email Officer III,
and fill-up Information
Feedback Form 2.2 Log data request as Officer II
successful
3.1 Send signed response 1 day Information
letter Officer III,
Information
Officer II
Total processing time 7 days and 5 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification COMPLEX
Type of G2B- Government to Business Entity
Transaction
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the
Office of the National Statistician or to
KMCD
CLIENT STEPS AGENCY ACTION FEE PROCESSIN PERSON
S TO G TIME RESPONSIBLE
BE
PAID
1.Submit letter 1.1 Receive and None 5 minutes Information Officer
request acknowledge data III, Information
addressed to the request received from Officer II,
National info email Information Officer I
Statistician and
Civil Registrar 1.2 Log data request in
General with an Data Requests
affixed signature Tracking Number
of the requester Monitoring
and
Research/Projec
t Head/Adviser
indicating the
following specific
details:
• Name of
the
requester
• Company
Affiliation
• Specific
request
• Purpose
of request

666
 1.6 Assess and None 5 days Information Officer
validates the V, Information
requested data Officer III,
Information Officer
1.7 Research, II, Information
process, and Officer I
generates data for
special tabulations

1.8 Validates tabulated

data before release

1.9 Draft response

letter and submits
to Division Chief for
approval

1.10 Route
approved
response letter to
ANS, DNS, and
ONS
2. Receive 2.1 Releases advance None 1 day Information Officer
requested data copy of data through III, Information
and fill-up info email Officer II
Feedback Form
2.2 Log data request
as successful
3.1 Send signed 1 day Information Officer
response letter III, Information
Officer II
Total processing time 7 days and 5 minutes

B. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2G- Government to Government Agency/Employee/Official
Transaction
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the
Office of the National Statistician or to
KMCD
CLIENT STEPS AGENCY ACTION FEE PROCESSI PERSON
S TO NG TIME RESPONSIBLE
BE
PAID
1.Submit letter 1.1 Receive and None 5 minutes Information
request addressed acknowledge data Officer III,
to the National request received from Information
Statistician and info email Officer II,
Civil Registrar Information
General with an 1.2 Log data request in Officer I
affixed signature of Data Requests Tracking
the requester and Number Monitoring
Research/Project
Head/Adviser

667
indicating the
following specific
details:
• Name of the
requester
• Company
Affiliation
• Specific
request
• Purpose of
request

1.11 Assess and None 5 days Information

validates the Officer V,
requested data Information
Officer III,
1.12 Research, Information
process, and Officer II,
generates data for Information
special tabulations Officer I

1.13 Validates
tabulated data before
release

1.14 Draft response

letter and submits to
Division Chief for
approval

1.15 Route approved

response letter to
ANS, DNS, and ONS
2. Receive 2.1 Releases advance None 1 day Information
requested data copy of data through info Officer III,
and fill-up email Information
Feedback Form Officer II
2.2 Log data request as
successful
3.1 Send signed 1 day Information
response letter Officer III,
Information
Officer II
Total processing time 7 days and 5 minutes

1.13 Addressing and processing data request that required subject

matter division’s special tabulation through Web Portal

A. G2C- Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2C- Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

668
Accomplished Data Request Form Web Portal may be accessed and
submit DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-
information: request-form
• Full Name
• Email address
• Company Name and Industry
• School Name (if student)/School Type
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data Format
CLIENT STEPS AGENCY ACTION FEES PROCESSI PERSON
TO NG TIME RESPONSI
BE BLE
PAID
1. Fill-out and submit 1.1 Receive and None 5 minutes Information
DRF through Web acknowledge Web Portal Officer III,
Portal requests Information
Officer II,
1.2 Log data request in Information
Data Requests Tracking Officer I
Number Monitoring
1.3 Assess and validates None 4 days Information
the requested data Officer III,
Information
1.4 Forward received Officer II,
request to the subject Information
matter division(s) for Officer I
appropriate response

2. Receive requested 2.1 Release submitted None 1 day Information

data and fill-up tabulated data or Officer III,
Feedback Form response from SMD Information
Officer II
2.2 Log data request as
successful
Total processing time 5 days and 5 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and
submit DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-
information: request-form
• Full Name
• Email address
• Company Name and Industry
• School Name (if student)/School Type
• Address
• Country
• Contact Number

669
 • Purpose of Request
• Specific Data Request/Data Format
CLIENT STEPS AGENCY ACTION FEES PROCESSI PERSON
TO NG TIME RESPONS
BE IBLE
PAID
1. Fill-out and submit 1.1 Receive and None 5 minutes Information
DRF through Web acknowledge Web Portal Officer III,
Portal requests Information
Officer II,
1.2 Log data request in Information
Data Requests Tracking Officer I
Number Monitoring
1.5 Assess and validates None 4 days Information
the requested data Officer III,
Information
1.6 Forward received Officer II,
request to the subject Information
matter division(s) for Officer I
appropriate response

2. Receive requested 2.1 Release submitted None 1 day Information

data and fill-up tabulated data or Officer III,
Feedback Form response from SMD Information
Officer II
2.2 Log data request as
successful
Total processing time 5 days and 5 minutes

C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification COMPLEX
Type of Transaction G2G- Government to Government Agency/Employee/Official
Who may avail: Government agencies, GOCCs, SUCs/ government
employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and
submit DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-
information: request-form
• Full Name
• Email address
• Company Name and Industry
• School Name (if student)/School Type
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data Format
CLIENT STEPS AGENCY ACTION FEES PROCESSIN PERSON
TO G TIME RESPON
BE SIBLE
PAID
1. Fill-out and submit 1.1 Receive and None 5 minutes Informati
DRF through Web acknowledge Web Portal on Officer
Portal requests III,

670
 Informati
1.2 Log data request in on Officer
Data Requests Tracking II,
Number Monitoring Informati
on Officer
I
1.7 Assess and validates None 4 days Informati
the requested data on Officer
III,
1.8 Forward received Informati
request to the subject on Officer
matter division(s) for II,
appropriate response Informati
on Officer
I
2. Receive requested 2.1 Release submitted None 1 day Informati
data and fill-up tabulated data or on Officer
Feedback Form response from SMD III,
Informati
2.2 Log data request as on Officer
successful II
Total processing time 5 days and 5 minutes

1.14 Addressing and processing data request that required subject

matter division’s special tabulation through info email

A. G2C- Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2C- Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to
info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Send email 1.1 Receive and None 5 minutes Information
request with acknowledge data request Officer III,
specific details as received from info email Information
follows: Officer II,
• Name 1.2 Log data request in Information
• Specific Data Requests Tracking Officer I
Request Number Monitoring
1.3 Assess and validates None 4 days Information
the requested data Officer III,
Information
1.4 Forward received Officer II,
request to the subject Information
matter division(s) for Officer I
appropriate response
2. Receive 2.1 Release data None 1 day Information
requested data Officer III,
and fill-up 2.2 Log data request as Information
Feedback Form successful Officer II
671
 Total processing time 5 days and 5 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to
info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Send email 1.1 Receive and None 5 minutes Information
request with acknowledge data request Officer III,
specific details as received from info email Information
follows: Officer II,
• Name 1.2 Log data request in Information
• Specific Data Requests Tracking Officer I
Request Number Monitoring
1.5 Assess and validates None 4 days Information
the requested data Officer III,
Information
1.6 Forward received Officer II,
request to the subject Information
matter division(s) for Officer I
appropriate response
2. Receive 2.1 Release data None 1 day Information
requested data Officer III,
and fill-up 2.2 Log data request as Information
Feedback Form successful Officer II
Total 5 days and 5 minutes

C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification COMPLEX
Type of G2G- Government to Government Agency/Employee/Official
Transaction
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to
info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Send email 1.1 Receive and None 5 minutes Information
request with specific acknowledge data Officer III,
details as follows: request received from Information
• Name info email Officer II,

672
 • Specific Information
Request 1.2 Log data request in Officer I
Data Requests
Tracking Number
Monitoring
1.7 Assess and None 4 days Information
validates the Officer III,
requested data Information
Officer II,
1.8 Forward received Information
request to the Officer I
subject matter
division(s) for
appropriate
response
2. Receive 2.1 Release data None 1 day Information
requested data and Officer III,
fill-up Feedback 2.2 Log data request Information
Form as successful Officer II
Total processing time 5 days and 5 minutes

1.15 Addressing and processing data request that required subject

matter division’s special tabulation through e-FOI

A. G2C-Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2C-Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data request submitted to Electronic Freedom Data request may be sent to PSA e-FOI
of Information (e-FOI) Portal
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Submit e-FOI 1.1 Accepts and None 10 Information
request to PSA receive and e-FOI minutes Officer III,
providing the data request by Information
following information: the Receiving Officer II,
• Data Officer Information
• Coverage of Officer I
data request 1.2 Assign received
• Intended data request to
purpose of use Decision Maker
• Specific
message to 1.3 Log data request
PSA in Data Requests
Tracking Number
Monitoring

1.4 Assess and None 4 days Information

validates the Officer III,
Information

673
 requested data by Officer II,
the DM Information
Officer I
1.9 Forward received
request to the
subject matter
division(s) for
appropriate
response
2. Receive requested 2.1 Release None 1 day Information
data and fill-up submitted tabulated Officer III,
Feedback Form data or response from Information
SMD Officer II

2.2 Log data request

as successful
Total processing time 5 days and 10 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification COMPLEX
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data request submitted to Electronic Freedom Data request may be sent to PSA e-FOI
of Information (e-FOI) Portal
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Submit e-FOI request 1.5 Accepts and None 10 Information
to PSA providing the receive and e- minutes Officer III,
following information: FOI data request Information
• Data by the Receiving Officer II,
• Coverage of Officer Information
data request Officer I
• Intended 1.6 Assign received
purpose of use data request to
• Specific Decision Maker
message to PSA
1.7 Log data request
in Data Requests
Tracking Number
Monitoring

1.8 Assess and None 4 days Information

validates the Officer III,
requested data Information
by the DM Officer II,
Information
1.10 Forward Officer I
received request

674
 to the subject
matter division(s)
for appropriate
response
2. Receive requested 2.1 Release None 1 day Information
data and fill-up submitted tabulated Officer III,
Feedback Form data or response Information
from SMD Officer II

2.2 Log data request

as successful
Total processing time 5 days and 10 minutes

C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification COMPLEX
Type of G2G- Government to Government Agency/Employee/Official
Transaction
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data request submitted to Electronic Freedom Data request may be sent to PSA e-FOI
of Information (e-FOI) Portal
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Submit e-FOI 1.9 Accepts and None 10 Information
request to PSA receive and e-FOI minutes Officer III,
providing the data request by the Information
following Receiving Officer Officer II,
information: Information
• Data 1.10 Assign Officer I
• Coverage of received data
data request request to Decision
• Intended Maker
purpose of
use 1.11 Log data
• Specific request in Data
message to Requests Tracking
PSA Number Monitoring

1.12 Assess and None 4 days Information

validates the Officer III,
requested data by Information
the DM Officer II,
Information
1.11 Forward Officer I
received request to
the subject matter
division(s) for
appropriate
response
2. Receive 2.1 Release submitted None 1 day Information
requested data and tabulated data or Officer III,
fill-up Feedback response from SMD Information
Form Officer II

675
 2.2 Log data request
as successful
Total processing time 5 days and 5 minutes

1.16 Addressing and processing data request that required subject

matter division’s special tabulation through hand- carry documents
submitted to ONS or KMCD

A. G2C- Government to Citizen

Office or KNOWLEDGE MANAGEMENT AND COMMUNICATIONS DIVISION

Division
Classification COMPLEX
Type of G2C- Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the
Office of the National Statistician or to
KMCD
CLIENT STEPS AGENCY ACTION FEES PROCE PERSON
TO BE SSING RESPONSIBLE
PAID TIME
1.Submit letter request 1.1 Receive and None 5 Information Officer
addressed to the acknowledge data minutes III, Information
National Statistician and request received Officer II,
Civil Registrar General from info email Information Officer I
with an affixed signature
of the requester and 1.2 Log data
Research/Project request in Data
Head/Adviser indicating Requests Tracking
the following specific Number Monitoring
details: 1.3 Assess and None 6 days Information Officer
• Name of the validates the V, Information
requester requested data Officer III,
• Company 1.4 Forward Information Officer
Affiliation received II, Information
• Specific request request to the Officer I
• Purpose of subject matter
request division(s) for
appropriate
response
2. Receive requested 2.1 Send response None 30 Information Officer
data and fill-up Feedback to the data request minutes III, Information
Form by SMD, copied Officer II
info email

2.2 Log data

request as
successful
Total processing time 6 days and 35 minutes

676
B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the
Office of the National Statistician or to
KMCD
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Submit letter request 1.1 Receive and None 5 minutes Information Officer
addressed to the acknowledge data III, Information
National Statistician and request received Officer II,
Civil Registrar General from info email Information Officer
with an affixed signature I
of the requester and 1.2 Log data
Research/Project request in Data
Head/Adviser indicating Requests Tracking
the following specific Number Monitoring
details: 1.5 Assess and None 6 days Information Officer
• Name of the validates the V, Information
requester requested data Officer III,
• Company 1.6 Forward Information Officer
Affiliation received request II, Information
• Specific request to the subject Officer I
• Purpose of matter
request division(s) for
appropriate
response
2. Receive requested 2.1 Send response None 30 Information Officer
data and fill-up to the data request minutes III, Information
Feedback Form by SMD, copied info Officer II
email

2.2 Log data

request as
successful
Total processing time 3 days and 35 minutes

677
C. G2G- Government to Government

Office or KNOWLEDGE MANAGEMENT AND COMMUNICATIONS DIVISION

Division
Classificatio COMPLEX
n
Type of G2G- Government to Government Agency/Employee/Official
Transaction
Who may Government agencies, GOCCs, SUCs/ government employees
avail:
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the
Office of the National Statistician or to
KMCD
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Submit letter 1.1 Receive and None 5 minutes Information
request addressed to acknowledge data Officer III,
the National request received from Information
Statistician and Civil info email Officer II,
Registrar General Information
with an affixed 1.2 Log data request in Officer I
signature of the Data Requests
requester and Tracking Number
Research/Project Monitoring
Head/Adviser 1.12 Assess and None 6 days Information
indicating the validates the Officer V,
following specific requested data Information
details: 1.13 Forward Officer III,
• Name of the received request to Information
requester the subject matter Officer II,
• Company division(s) for Information
Affiliation appropriate Officer I
• Specific response
request
• Purpose of
request

2. Receive requested 2.1 Send response to None 30 Information

data and fill-up the data request by minutes Officer III,
Feedback Form SMD, copied info Information
email Officer II

2.2 Log data request

as successful
Total processing time 5 days and 5 minutes

678
1.17 Addressing and processing data request on special project-based
services or unavailable data that requires technical assistance
through Web Portal

A. G2C-Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification HIGHLY TECHNICAL
Type of G2C- Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and submit
DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-request-
information: form
• Full Name
• Email address
• Company Name and Industry
• School Name (if student)/School
Type
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data Format
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1. Fill-out and submit 1.1 Receive and None 5 minutes Information
DRF through Web acknowledge Web Officer III,
Portal Portal requests Information
Officer II,
1.2 Log data Information
request in Data Officer I
Requests Tracking
Number Monitoring
1.3 Assess and None 1 day Information
validates the Officer III,
requested data Information
Officer II,
1.4 Respond to the Information
request that the Officer I
subject matter
division will
address the
specific data
request

1.5 Forward
received request
to the subject
matter
division(s) for
appropriate
response

679
2. Receive requested 2.1 Coordinates 15 days Subject Matter
data and fill-up with the requester Division(s)
Feedback Form on the request
specifications

2.2 Provide
response to the
request by SMD,
copied info email
3. Log data request None 30 Information
as successful minutes Officer III,
Information
Officer II
Total processing time 16days and 35 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification HIGHLY TECHNICAL
Type of G2B- Government to Business Entity
Transaction
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and submit
DRF through this link:
The researcher must provide the following https://psa.gov.ph/content/data-request-
information: form
• Full Name
• Email address
• Company Name and Industry
• School Name (if
student)/School Type
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data
Format
CLIENT STEPS AGENCY FEES PROCESSIN PERSON
ACTION TO BE G TIME RESPONSIBLE
PAID
1. Fill-out and submit 1.1 Receive None 5 minutes Information
DRF through Web and Officer III,
Portal acknowled Information
ge Web Officer II,
Portal Information
requests Officer I

1.2 Log data

request in
Data
Requests
Tracking
Number
Monitoring
1.3 Assess and None 1 day Information
validates Officer III,

680
 the Information
requested Officer II,
data Information
Officer I

1.4 Respond to
the request
that the
subject
matter
division will
address the
specific
data
request

1.5 Forward
received
request to
the subject
matter
division(s)
for
appropriate
response

2. Receive requested 2.1 15 days Subject Matter

data and fill-up Coordinates Division(s)
Feedback Form with the
requester on
the request
specifications

2.2 Provide
response to the
request by
SMD, copied
info email
3. Log data None 30 minutes Information
request as Officer III,
successful Information
Officer II
Total processing time 16 days and 35 minutes

C. G2G-Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification HIGHLY TECHNICAL
Type of Transaction G2G- Government to Government Agency/Employee/Official
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Data Request Form Web Portal may be accessed and submit DRF
through this link:
The researcher must provide the following https://psa.gov.ph/content/data-request-form
information:

681
 • Full Name
• Email address
• Company Name and Industry
• School Name (if
student)/School Type
• Address
• Country
• Contact Number
• Purpose of Request
• Specific Data Request/Data
Format
CLIENT STEPS AGENCY FEES PROCESSIN PERSON
ACTION TO BE G TIME RESPONSIBLE
PAID
1. Fill-out and submit 1.1 Receive and None 5 minutes Information Officer
DRF through Web acknowledge III, Information
Portal Web Portal Officer II,
requests Information Officer I

1.2 Log data

request in
Data
Requests
Tracking
Number
Monitoring
1.3 Assess None 1 day Information Officer
and validates III, Information
the requested Officer II,
data Information Officer I

1.4 Respond to
the request
that the
subject matter
division will
address the
specific data
request

1.5 Forward
received
request to the
subject matter
division(s) for
appropriate
response

2. Receive 2.1 Coordinates 15 days Subject Matter

requested data and with the requester Division(s)
fill-up Feedback on the request
Form specifications

2.2 Provide
response to the
request by SMD,
copied info email
3. Log data None 30 minutes Information Officer
request as III, Information
successful Officer II
Total processing time 16 days and 35 minutes

682
1.18 Addressing and processing data request on special project-based
services or unavailable data that requires technical assistance
through info email

A. G2C- Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification HIGHLY TECHNICAL
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to
info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES PROCES PERSON
TO BE SING RESPONSIBLE
PAID TIME
1.Send email request 1.1 Receive and None 5 minutes Information
with specific details as acknowledge data Officer III,
follows: request received Information
• Name from info email Officer II,
• Specific Information
Request 1.2 Log data Officer I
request in Data
Requests Tracking
Number Monitoring
1.3 Assess and None 4 days Information
validates the Officer III,
requested data Information
Officer II,
1.4 Forward Information
received request Officer I
to the subject
matter
division(s) for
appropriate
response
2. Receive requested 2.1 Coordinates 15 days Information
data and fill-up with the requester Officer III,
Feedback Form on the request Information
specifications Officer II

2.2 Provide
response to the
request by SMD,
copied info email
3. Log data request None 30 Information
as successful minutes Officer III,
Information
Officer II
Total processing time 19 days and 35 minutes

683
B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification HIGHLY TECHNICAL
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to
info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES TO PROCES PERSON
BE PAID SING RESPONSIBLE
TIME
1.Send email 1.1 Receive and None 5 minutes Information Officer
request with acknowledge data III, Information
specific details as request received Officer II,
follows: from info email Information Officer I
• Name
• Specific 1.2 Log data request in
Request Data Requests
Tracking Number
Monitoring
1.3 Assess and None 4 days Information Officer
validates the III, Information
requested data Officer II,
Information Officer I
1.4 Forward received
request to the
subject matter
division(s) for
appropriate
response
2. Receive 2.1 Coordinates with None 15 days Information Officer
requested data the requester on the III, Information
and fill-up request specifications Officer II
Feedback Form
2.2 Provide response
to the request by SMD,
copied info email
3. Log data request as None 30 Information Officer
successful minutes III, Information
Officer II
Total processing time 19 days and 35 minutes

C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS DIVISION

Classification HIGHLY TECHNICAL
Type of Transaction G2G- Government to Government Agency/Employee/Official
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Email request Data request may be sent to info@psa.gov.ph
CLIENT STEPS AGENCY ACTION FEES TO PROCES PERSON
BE PAID SING RESPONSIBLE
TIME

684
 1.Send email 1.1 Receive and None 5 minutes Information Officer III,
request with acknowledge data Information Officer II,
specific details request received from Information Officer I
as follows: info email
• Name
• Specific 1.2 Log data request in
Request Data Requests
Tracking Number
Monitoring
1.5 Assess and None 4 days Information Officer III,
validates the Information Officer II,
requested data Information Officer I

1.6 Forward received

request to the
subject matter
division(s) for
appropriate
response
2. Receive 2.1 Coordinates with None 15 days Information Officer III,
requested data the requester on the Information Officer II
and fill-up request specifications
Feedback Form
2.2 Provide response
to the request by SMD,
copied info email
3. Log data request as None 30 Information Officer III,
successful minutes Information Officer II
Total processing time 19 days and 35 minutes

1.19 Addressing and processing data request on special project-based

services or unavailable data that requires technical assistance
through e-FOI

A. G2C- Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification HIGHLY TECHNICAL
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the
Office of the National Statistician or to
KMCD
CLIENT STEPS AGENCY FEES PROCESSIN PERSON
ACTION TO BE G TIME RESPONSIBLE
PAID
1.Submit letter request 1.1 Receive and None 5 minutes Information Officer
addressed to the acknowledge III, Information
National Statistician data request Officer II,
and Civil Registrar received from Information Officer
General with an affixed info email I
signature of the
requester and

685
Research/Project 1.2 Log data
Head/Adviser request in Data
indicating the following Requests
specific details: Tracking Number
• Name of the Monitoring
requester
• Company
Affiliation
• Specific request
• Purpose of
request

1.3 Assess and None 6 days Information Officer

validates the V, Information
requested Officer III,
data Information Officer
II, Information
1.4 Forward Officer I
received
request to the
subject matter
division(s) for
appropriate
response
2. Receive requested 2.1 Coordinates None 15 days Information Officer
data and fill-up with the III, Information
Feedback Form requester on the Officer II
request
specifications

2.2 Provide
response to the
request by SMD,
copied info email
3. Log data None 30 minutes Information Officer
request as III, Information
successful Officer II
Total processing time 21 days and 35 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification HIGHLY TECHNICAL
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the
Office of the National Statistician or to
KMCD
CLIENT STEPS AGENCY ACTION FEES TO PROCES PERSON
BE PAID SING RESPONSIBLE
TIME
1.Submit letter 1.1 Receive and None 5 minutes Information Officer
request addressed acknowledge data III, Information
to the National request received Officer II,
Statistician and Civil from info email Information Officer I
Registrar General
with an affixed 1.2 Log data
signature of the request in Data

686
requester and Requests Tracking
Research/Project Number Monitoring
Head/Adviser 1.5 Assess and None 6 days Information Officer
indicating the validates the V, Information
following specific requested data Officer III,
details: Information Officer
• Name of the 1.6 Forward II, Information
requester received request Officer I
• Company to the subject
Affiliation matter
• Specific division(s) for
request appropriate
• Purpose of response
request

2. Receive 2.1 Coordinates None 15 days Information Officer

requested data and with the requester III, Information
fill-up Feedback on the request Officer II
Form specifications

2.2 Provide
response to the
request by SMD,
copied info email
3. Log data request None 30 Information Officer
as successful minutes III, Information
Officer II
Total processing time 22 days and 35 minutes

C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification HIGHLY TECHNICAL
Type of Transaction G2G- Government to Government Agency/Employee/Official
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the Office of
the National Statistician or to KMCD
CLIENT STEPS AGENCY ACTION FEES TO BE PROCES PERSON
PAID SING RESPONSIBLE
TIME
1.Submit letter 1.1 Receive and None 5 minutes Information Officer
request acknowledge data III, Information
addressed to the request received Officer II,
National from info email Information Officer
Statistician and I
Civil Registrar 1.2 Log data
General with an request in Data
affixed signature Requests Tracking
of the requester Number Monitoring
and 1.7 Assess and None 6 days Information Officer
Research/Projec validates the V, Information
t Head/Adviser requested data Officer III,
indicating the Information Officer
following 1.8 Forward II, Information
specific details: received request Officer I

687
 • Name of to the subject
the matter
requester division(s) for
• Company appropriate
Affiliation response
• Specific
request
• Purpose
of request
2. Receive 2.1 Coordinates None 15 days Information Officer
requested data with the requester III, Information
and fill-up on the request Officer II
Feedback Form specifications

2.2 Provide
response to the
request by SMD,
copied info email
3. Log data request None 30 Information Officer
as successful minutes III, Information
Officer II
Total processing time 21 days and 35 minutes

1.20 Addressing and processing data request on special project-based

services or unavailable data that requires technical assistance
through hand-carry documents submitted to ONS or KMCD

A. G2C- Government to Citizen

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification COMPLEX
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the Office
of the National Statistician or to KMCD
CLIENT STEPS AGENCY ACTION FEES PROCESSI PERSON
TO BE NG TIME RESPONSIBLE
PAID
1.Submit letter 1.1 Receive and None 5 minutes Information Officer
request acknowledge data III, Information
addressed to the request received from Officer II,
National info email Information Officer I
Statistician and
Civil Registrar 1.2 Log data request in
General with an Data Requests
affixed signature Tracking Number
of the requester Monitoring
and 1.3 Assess and None 2 days Information Officer
Research/Project validates the V, Information
Head/Adviser requested data Officer III,
indicating the Information Officer
following specific 1.4 Forward received xxx II, Information
details: request to the Officer I
• Name of subject matter
the division(s) for
requester appropriate
response

688
 • Company
Affiliation
• Specific
request
• Purpose of
request
2. Receive 2.1 Coordinates with None 15 days Information Officer
requested data the requester on the III, Information
and fill-up request specifications Officer II
Feedback Form
2.2 Provide response
to the request by SMD,
copied info email
3. Log data request as None 30 minutes Information Officer
successful III, Information
Officer II
Total processing time 21 days and 35 minutes

B. G2B- Government to Business Entity

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS
DIVISION
Classification COMPLEX
Type of Transaction G2B- Government to Business Entity
Who may avail: Business establishments/researchers in private sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the Office
of the National Statistician or to KMCD

CLIENT STEPS AGENCY ACTION FEES PROCESSI PERSON

TO BE NG TIME RESPONSIBLE
PAID
1.Submit letter 1.1 Receive and None 5 minutes Information Officer
request acknowledge data III, Information
addressed to the request received from Officer II,
National info email Information Officer I
Statistician and
Civil Registrar 1.2 Log data request in
General with an Data Requests
affixed signature Tracking Number
of the requester Monitoring
and 1.5 Assess and None 6 days Information Officer
Research/Project validates the V, Information
Head/Adviser requested data Officer III,
indicating the Information Officer
following specific 1.6 Forward received II, Information
details: request to the Officer I
• Name of subject matter
the division(s) for
requester appropriate
• Company response
Affiliation
• Specific
request
• Purpose
of request

689
2. Receive 2.1 Coordinates with None 15 days Information Officer
requested data the requester on the III, Information
and fill-up request specifications Officer II
Feedback Form
2.2 Provide response
to the request by SMD,
copied info email
3. Log data request as None 30 minutes Information Officer
successful III, Information
Officer II

Total processing time 21 days and 35 minutes

C. G2G- Government to Government

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of Transaction G2G- Government to Government Agency/Employee/Official
Who may avail: Government agencies, GOCCs, SUCs/ government employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Letter request shall be submitted to the Office
of the National Statistician or to KMCD
CLIENT STEPS AGENCY ACTION FEES TO PROCESS PERSON
BE PAID ING TIME RESPONSIBLE
1.Submit letter 1.1 Receive and None 5 minutes Information
request acknowledge data Officer III,
addressed to the request received from Information
National info email Officer II,
Statistician and Information
Civil Registrar 1.2 Log data request Officer I
General with an in Data Requests
affixed signature Tracking Number
of the requester Monitoring
and
Research/Project 1.7 Assess and None 6 days Information
Head/Adviser validates the Officer V,
indicating the requested data Information
following specific Officer III,
details: 1.8 Forward received Information
• Name of request to the Officer II,
the subject matter Information
requester division(s) for Officer I
• Company appropriate
Affiliation response
• Specific
request
• Purpose
of request
2. Receive 2.1 Coordinates with Total Cost= 15 days Information
requested data the requester on the No. of Officer III,
and fill-up request specifications Person(s) Information
Feedback Form Involved x Officer II
2.2 Provide response hourly rate x
to the request by hours
SMD, copied info rendered x
email Cost in
Generating

690
 Tables x
10% Total
3. Log data request None 30 minutes Information
as successful Officer III,
Information
Officer II
Total processing time 21 days and 35 minutes

D. Library Services and Publication

As the agency’s information hub, KMCD manages the Information Center or Library
for walk-in applicants on provision of printed publications, journals and other statistical
data.

1. Provide library services to walk-in researchers of readily available

data/statistics

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
One (1) Valid ID / Registration Card Government Agencies, Non-Government
Organizations, Private entities, Academe
Accomplished Client Service Form (CSF) Online /Officer-of the Day’s table

Request letter signed by the head of the Government Agencies, Non-Government

company/college/university (if necessary) Organizations, Private entities, Academe
CLIENT STEPS AGENCY ACTION FEES PROCESSI PERSON
TO BE NG TIME RESPONSIBLE
PAID
1 Registers at the 1. SG issues visitor’s None 1 minute Security Guard on
Security Guard’s pass duty
(SG) logbook and
presents Valid
ID/Registration
Card (CVEA
lobby)
2. Proceed to the 2. Request to fill-out None 1 minute Admin Asst.
library and CSF III/Officer of the
registers at the Day/Librarian
researcher’s
logbook/e-
Registration
system

3. Filled-out the 3. Assess the request. None 1 minute Admin Asst.

Client Service For requested III/Officer of the
form (CSF) and statistical data that Day/Librarian
presents to the are not available in
library staff KMCD and PSA,
advise the
researcher to
register or send
request to e-FOI

691
4. Proceed to the 4. Assists the None 5 minutes Admin Asst.
computer’s desk researchers and III/Officer of the
for browsing or go provides the Day/Librarian
to the requested
bookshelves and data/statistics/
look for the publication if it is
needed books/ readily available in
publications the library

5. May allow the

researcher to
photocopy or take
a picture of the
statistical tables
from the printed
publication or PC
monitor

5.Fill-out the 6. Receive and file the None 1 minute Admin Asst. III
Customer filled-out CSF for
Satisfaction tabulation
Survey form
(online/printed)

6. Surrender the 7. Return the Valid ID/ None 1 minute Security Guard on
visitor’s pass to Registration duty
the SG (CVEA
lobby)
Total processing time 10 Minutes

2. Provide library services to walk-in researchers of readily available

data/statistics

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
One (1) Valid ID / Registration Card Government Agencies, Non-Government
Organizations, Private entities, Academe
Accomplished Client Service Form (CSF) Online /Officer-of the Day’s table

Request letter signed by the head of the Government Agencies, Non-Government

company/college/university (if necessary) Organizations, Private entities, Academe
CLIENT STEPS AGENCY ACTION FEES PROCESSI PERSON
TO BE NG TIME RESPONSIBLE
PAID
1 Registers at the 1.SG issues None 1 minute Security Guard on
Security Guard’s visitor’s pass duty
(SG) logbook and
presents Valid
ID/Registration Card
(CVEA lobby)
2. Proceed to the 2. Request to fill- None 1 minute Admin Asst.
library and registers out CSF III/Officer of the
at the researcher’s Day/Librarian

692
logbook/e-
Registration system

3. Filled-out the 3. Assess the None 1 minute Admin Asst.

Client Service form request. III/Officer of the
(CSF) and presents Day/Librarian
to the library staff

4. Wait/research for 4.1Process the None 30 minutes Admin Asst.

additional data requested III/Officer of the
needed/requested data/statistics Day/Librarian
by the researcher
4.2Release the
processed
data/statistics

5. Receive and 5. Request the None 1 minute Admin Asst.

check the researcher to fill- III/Officer of the
correctness of the out the Customer Day/Librarian
processed Satisfaction
data/statistics Survey Form and
sign the CSF for
proof of receipt

6. Fill-out the 6.Receive and file None 1 minute Admin Asst.

Customer the filled-out CSS III/Officer of the
Satisfaction Survey form for tabulation Day/Librarian
(CSS)Form
(online/print)
6.
7. Surrender the 7. Return the Valid None 1 minute Security Guard on
visitor’s pass to the ID/ Registration duty
SG (CVEA lobby)
Total processing time 33 minutes

3. Provide library services to walk-in researchers requesting for a

copy of Public Use File (PUF)

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of Transaction G2C- Government to Citizen
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
One (1) Valid ID / Registration Card Government Agencies, Non-Government
Organizations, Private entities, Academe
Accomplished Client Service Form (CSF) Online /Officer-of the Day’s table

Request letter signed by the head of the Government Agencies, Non-Government

company/college/university Organizations, Private entities, Academe
CLIENT STEPS AGENCY ACTION FEES PROCESS PERSON
TO BE ING TIME RESPONSIBLE
PAID
1 Registers at the 1.SG issues None 1 minute Security Guard on
Security Guard’s visitor’s pass duty
(SG) logbook and
presents Valid
ID/Registration
Card (CVEA lobby)

693
2. Proceed to the 2. Request to fill- None 1 minute Admin Asst.
library and registers out CSF III/Officer of the
at the researcher’s Day/Librarian
logbook/e-
Registration system
3. Filled-out the 3. Assess the None 1 minute Admin Asst.
Client Service form request. III/Officer of the
(CSF) and presents Day/Librarian
to the library staff

4. Fill-out the Data 4.1 Check the None 3 minutes Admin Asst.
Product Agreement completeness of III/Officer of the
Form(DPAF) and the information in Day/Librarian
present to the library the DPA form and
staff provide the
requested PUF
thru email or copy
the files to the
requester’s flash
drive

5. Receive and 5.Validates the None 1 minute Admin Asst.

check the provided data III/Officer of the
completeness of the Day/Librarian
file(s)
6. Fill-out the 6.Receive and file None 1 minute Admin Asst.
Customer the filled-out CSS III/Officer of the
Satisfaction Survey form for tabulation Day/Librarian
(CSS)Form
(online/print)
7. Surrender the 7. Return the Valid None 1 minute Security Guard on
visitor’s pass to the ID/ Registration duty
SG (CVEA lobby)
Total processing time 6 minutes

4. Provide library services to walk-in researchers who wants to

register or send request to e-FOI

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2C- Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
One (1) Valid ID / Registration Card Government Agencies, Non-Government
Organizations, Private entities, Academe
One (1) scanned copy of valid ID Online /Officer-of the Day’s table

CLIENT STEPS AGENCY ACTION FEES TO PROCESS PERSON

BE PAID ING TIME RESPONSIBLE
1. Registers at 1.SG issues visitor’s None 1 minute Security Guard
the Security pass on duty
Guard’s (SG)
logbook and
presents Valid
ID/Registration
Card (CVEA
lobby)

694
2.1 Proceed to 2.Assist None 1 minute Admin Asst.
the designated student/researcher to III/Officer of the
PC for e-FOI be guided on FOI Day/Librarian
registration

2.2 Follow
instructions on
sending data
request to FOI

3. Surrender the 3. Return the Valid None 1 minute Security Guard

visitor’s pass to ID/ Registration on duty
the SG (CVEA
lobby)
Total processing time 3 minutes

5. Provide library services to walk-in clients in purchasing of PSA

publication

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2C- Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
One (1) Valid ID Government Agencies, Non-
Government Organizations, Private
entities, Academe
CLIENT STEPS AGENCY ACTION FEE PROCE PERSON
S TO SSING RESPONSIBLE
BE TIME
PAID
1. Registers at the 1.SG issues visitor’s pass None 1 Security Guard on
Security Guard’s minute duty
(SG) logbook and
presents Valid
ID/Registration Card
(CVEA lobby)
2. Proceed to the 2.1 Assist *Ref 20 Admin Asst.
library/bookshop student/researcher and er to minutes III/Officer of the
room and presents prepare the book(s) or the Day/Librarian
the list of books to be publication(s) to be Price
purchased purchased List
for
2.2 Prepares transaction Publi
slip in duplicate copy and catio
provide to clients ns
3. Pays to the 3.1 Reflects the OR None 1 Admin Asst. II
Cashier and number in the transaction minute
presents the Official slip
Receipt to the
library/bookshop 3.2 Hand over the
staff purchased publication/s,
O.R and copy of the
transaction slip to the
clients

695
4. Receive and 4. Request the client to None 3 Admin Asst. II
check the sign the receive portion in minutes
correctness and the duplicate copy of the
completeness of the transaction slip
purchased
publication(s)

5. Sign the received 5. Files the duplicate copy None 1 Admin Asst. II
portion in the of the transaction slip for minute
transaction slip record purposes and
update the file in the
computer
6. Surrender the 6. Return the Valid ID/ None 1 Security Guard on
visitor’s pass to the Registration minute duty
SG (CVEA lobby)
Total processing time 26 minutes

6. Provide library services to PSA employees

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2C-Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
PSA ID PSA HRD

CLIENT AGENCY ACTION FEES PROCESSIN PERSON

STEPS TO BE G TIME RESPONSIBLE
PAID
1. Registers at 1.Request to fill-out CSF None 1 minute Admin Asst.
the III/Officer of the
researcher’s Day/Librarian
logbook/ e-
Registration
system

2.Fill-out the 2.1 Asses the request None 1 minute Admin Asst.
Client Service III/Officer of the
Form Day/Librarian

3.1 Proceed 3.1 Assists the None 1 minute Admin Asst.

at the researcher III/Officer of the
computer’s Day/Librarian
desk for 3.2 Provides the
browsing or requested data/statistics/
proceed to the publication if it is readily
bookshelves available in the library
and look for
the needed
books/
publications

3.2
Browse/searc
h for online
resources at
PSA website

696
4.1 Search 4. May allow the None 15 minutes Admin Asst. II
printed researcher to take a
reference picture of the tables from
materials the printed publications
from the /PC monitor or borrow the
shelves publication offsite for 3
days
4.2 Receives
borrowed
book/s
5. Returns 5. Reflects returned None 1 minute Admin Asst.
borrowed marks at the borrower’s III/Officer of the
books to the card Day/Librarian
library
Total processing time 19 minutes

7. Provide library services thru phone inquiries

Office or Division KNOWLEDGE MANAGEMENT AND COMMUNICATIONS

DIVISION
Classification COMPLEX
Type of G2C- Government to Citizen
Transaction
Who may avail: All
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
None

CLIENT AGENCY ACTION FEE PROCESSI PERSON

STEPS S TO NG TIME RESPONSIBLE
BE
PAID
1. Inquires thru 1. Takes the call and logs None 1 minute Security Guard on
phone the basic information of duty
the caller, requested
data/information
2.1 Evaluates the request None 1 minute Security Guard on
duty
2.2 Provides appropriate
information to basic
questions that is available
in the library and PSA
website

None 1 minute Admin Asst. II

3. Provides readily
available statistical data
over the phone (Max of
three (3) statistical data)
or advise to visit the
library

4. Refers to the None 3 minutes Admin Asst. II

concerned
service/division for
technical questions or
pertains to their rendered
services

5. Advise the researcher None 1 minute Admin Asst.

to email the request at III/Officer of the
info@psa.gov.ph or send Day/Librarian

697
 the request to FOI if the
requested data requires
special tabulation
6. Refer to the source None 1 minute Admin Asst.
agency or send request to III/Officer of the
FOI if requested data is Day/Librarian
not available in PSA
7. Log the action provided None 1 minute Admin Asst.
to the caller III/Officer of the
Day/Librarian
Total processing time 9 minutes

8. Serves the function of PSA as the Central Verification and Enrolment

Agency (CVEA) of Unified Multi-Purpose Identification (UMID)

Provides assistance to GSIS and SSS on uploading and processing data files of
UMID-CVS

Office or Division REGISTERS AND DATABASE MANAGEMENT DIVISION

Classification SIMPLE
Type of Transaction G2G- Government to Government Agency/Employee/Official
Who may avail: SSS and GSIS
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Data file containing the following RDMD
information of enrolee that will be used in
data matching in the UMID Central
Verification System (UMID-CVS):
• Demographic data
• ID photo
• Fingerprint
• Signature

CLIENT AGENCY ACTION FEES TO PROCESS PERSON

STEPS BE PAID ING TIME RESPONSIBL
E
1. Upload data 1.1 Process the None 2 days Information
files via uploaded data file using Technology
internet/file the UMID-CVS Officer I,
transfer Information
protocol (FTP) 1.2 Check the processed Systems
of UMID server data file and re-process if Analyst II,
necessary Information
Systems
1.3 Generate Print Analyst I
Orders (PO) and reports

1.4 Upload to FTP

1.5 Inform client thru

email

2. 1 Process 2. 1 Process affected None 1 day Information

PO for card data file using the UMID- Technology
issuance and CVS Officer I,
reports for Information
checking and 2.2 Generate PO and Systems
investigation; reports Analyst II,
and Information
2.3 Upload to FTP Systems
Analyst I

698
 2.2 Inform PSA- 2.4 Inform client thru
RDMD thru email
email of those
affected
batches for re-
processing/
generation of
PO
Total processing time 3days

Systems Development Division

and Systems Quality Assurance Division

1. Development of Quality Information Systems

1.1 Project Initiation of QIS

Office or Division SYSTEMS DEVELOPMENT DIVISION and
SYSTEMS QUALITY ASSURANCE DIVISION (SQAD)
Classification SIMPLE
Type of Transaction G2G-Government Agency/Employee/Official
Who may avail: All Subject Matter Divisions (SMDs)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Request for Systems Softcopy provided by SDD to be accomplished by SMD
Support (RSS)
Business Process Flow SMD
User Stories with Acceptance Provided by SDD
Criteria
Data Entry Specifications Template provided by SQAD to be accomplished by
SMD
Data Validation Specifications Template provided by SQAD to be accomplished by
SMD
Table Formats To be provided by SMD
CLIENT STEPS AGENCY FEES TO PROCESSING PERSON
ACTION BE PAID TIME RESPONSIBLE
1. Request for a 1. Provide the None 5 minutes SDD Division Chief
softcopy of an needed RSS
RSS through through
email, and fill out email
form
2. Request for 2.1 Release None 5 minutes ITDS ANS
new application / data
revision of an
existing 30 minutes SDD Division Chief
application by
emailing a signed
softcopy of the
RSS or routing the
filled-out RSS to
the ANS of ITDS
2.2 Evaluate
the request

Assign the
project to a
systems
analyst for
further

699
 coordination
with the PSA
unit if
approved,
otherwise, RSS
will be returned
to the client with
explanation,
reason and
offer of possible
alternative
actions on how
the request can
be realized
3. Schedule a None 20 minutes SDD ISA III
preliminary
meeting
TOTAL None 1 hour

1.2 Plan and Estimate QIS

Office or SYSTEMS DEVELOPMENT DIVISION and

Division SYSTEMS QUALITY ASSURANCE DIVISION (SQAD)
Classification SIMPLE
Type of G2G-Government Agency/Employee/Official
Transaction
Who may All Subject Matter Divisions (SMDs)
avail:
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Request for Systems Softcopy provided by SDD to be accomplished by SMD
Support (RSS)
Business Process Flow SMD
User Stories with Acceptance Provided by SDD
Criteria
Data Entry Specifications Template provided by SQAD to be accomplished by
SMD
Data Validation Specifications Template provided by SQAD to be accomplished by
SMD
Table Formats To be provided by SMD
CLIENT STEPS AGENCY FEES TO PROCESSING PERSON
ACTION BE PAID TIME RESPONSIBLE
1.Attend the 1. Identify the None 1 hour Head of the
preliminary focal person Requesting PSA Unit,
meeting (Product SDD Division Chief,
Owner/Client) SQAD Division Chief,
from the ISA III of SDD, ISA III
requesting PSA of SQAD
unit, members
of QA team
(any ISA III or
ISA II, or ISA III
from SQAD),
Scrum Master
(any ISA II or
ISA III from
SDD),
members of the

700
 Scrum Team
(any ISA III or
ISA II or ISA I
from SDD) and
requesting PSA
unit (optional)
2.1 Schedule None 1 hour Head of the
the kick-off Requesting PSA Unit,
meeting SDD Division Chief,
SQAD Division Chief,
2.2 Agree on ISA III of SDD, ISA III
the terms of of SQAD
reference of all
members for
the special
order (SO) for
the creation of a
project team
3.1 Prepare the None 1 hour SDD ISA III
special order
(SO) for the
creation of a
project team
and the terms
of reference of
all members

3.2 Prepare the

special order
(SO) for the
creation of a
project team
and the terms
of reference of
all members
4. Review and None 30 minutes SDD Division Chief
recommend the
approval of the
SO for the
creation of a
project team
5. Review and None 10 minutes National Statistician
approve the SO and Civil Registrar
for the creation General
of a project
team

TOTAL None 3 hours and 40 minutes

1.3 Project Kick-Off

Office or Division SYSTEMS DEVELOPMENT DIVISION and

SYSTEMS QUALITY ASSURANCE DIVISION (SQAD)
Classification SIMPLE
Type of Transaction G2G-Government Agency/Employee/Official
Who may avail: All Subject Matter Divisions (SMDs)
CHECKLIST OF WHERE TO SECURE
REQUIREMENTS

701
Accomplished Request for Softcopy provided by SDD to be accomplished by SMD
Systems Support (RSS)
Business Process Flow SMD
User Stories with Acceptance Provided by SDD
Criteria
Data Entry Specifications Template provided by SQAD to be accomplished by SMD
Data Validation Specifications Template provided by SQAD to be accomplished by SMD
Table Formats To be provided by SMD
CLIENT STEPS AGENCY FEES TO PROCESSING PERSON
ACTION BE PAID TIME RESPONSIBLE
1.Present the 1. 1Identify the None 1 day Scrum Team, Scrum
business initial Master, and QA team,
process flow that PBIs/User and if possible, other
the requested stories and stakeholders
application / determine the
program would product
address milestones to
come up with a
timeline in
which the
system
development
schedule/relea
se plan would
be based on
1. 2Present the None 1 day Scrum Master with the
systems Scrum Team
development
process using
Agile with
Scrum

1.3 Identify the

platform and
infrastructure
requirements of
the requested
application

1.4 Prepare
request for
allocation of
database
space from
RDMD through
RDMD
Database
Request form

1.5 Prepare
request for
provision of
TOTAL None 2 days

702
 1.4 User Stories Refinement

Office or Division SYSTEMS DEVELOPMENT DIVISION and

SYSTEMS QUALITY ASSURANCE DIVISION (SQAD)
Classification SIMPLE
Type of Transaction G2G- Government Agency/Employee/Official
Who may avail: All Subject Matter Divisions (SMDs)
CHECKLIST OF WHERE TO SECURE
REQUIREMENTS
Accomplished Request for Softcopy provided by SDD to be accomplished by SMD
Systems Support (RSS)
Business Process Flow SMD
User Stories with Acceptance Provided by SDD
Criteria
Data Entry Specifications Template provided by SQAD to be accomplished by SMD
Data Validation Specifications Template provided by SQAD to be accomplished by SMD
Table Formats To be provided by SMD
CLIENT AGENCY FEES TO PROCESSING PERSON
STEPS ACTION BE PAID TIME RESPONSIBLE
1.Attend the 1. Identify and None 4 hours The Project Team
meeting on prioritize the (composed of Scrum
Product PBIs. Team, Product Owner, QA
Backlog Items/ Team, and Scrum Master)
User Stories
Refinement
Meeting
2.1Set the None 4 hours Product Owner, QA Team,
acceptance and Scrum Master)
criteria of the
high priority
PBIs

2.2Break large
PBIs into
smaller PBIs The Scrum Team

2.3 Estimate
the story
points/effort
needed to
develop the
functionality
described in
each PBI

TOTAL PROCESSING TIME 8 hours

1.5 Sprint Planning

Office or Division SYSTEMS DEVELOPMENT DIVISION and

SYSTEMS QUALITY ASSURANCE DIVISION (SQAD)
Classification SIMPLE
Type of Transaction G2G- Government Agency/Employee/Official
Who may avail: All Subject Matter Divisions (SMDs)
CHECKLIST OF WHERE TO SECURE
REQUIREMENTS

703
Accomplished Request for Softcopy provided by SDD to be accomplished by SMD
Systems Support (RSS)
Business Process Flow SMD
User Stories with Acceptance Provided by SDD
Criteria
Data Entry Specifications Template provided by SQAD to be accomplished by SMD
Data Validation Specifications Template provided by SQAD to be accomplished by SMD
Table Formats To be provided by SMD
CLIENT AGENCY FEES TO PROCESSING PERSON
STEPS ACTION BE PAID TIME RESPONSIBLE
1.Attend Sprint 1.1Refine None 1 day The Project Team
Planning further the
Meeting and acceptance
approve the criteria for the
PBIs selected PBIs
for the sprint
1.2 Break down
the sprint PBIs
into tasks

TOTAL PROCESSING TIME 1 day

1.6 Sprint Execution (Development Phase)

Office or Division SYSTEMS DEVELOPMENT DIVISION and

SYSTEMS QUALITY ASSURANCE DIVISION (SQAD)
Classification HIGHLY TECHNICAL
Type of Transaction G2G- Government Agency/Employee/Official
Who may avail: All Subject Matter Divisions (SMDs)
CHECKLIST OF WHERE TO SECURE
REQUIREMENTS
Accomplished Request for Softcopy provided by SDD to be accomplished by SMD
Systems Support (RSS)
Business Process Flow SMD
User Stories with Acceptance Provided by SDD
Criteria
Data Entry Specifications Template provided by SQAD to be accomplished by SMD
Data Validation Specifications Template provided by SQAD to be accomplished by SMD
Table Formats To be provided by SMD
CLIENT STEPS AGENCY FEES TO PROCESSING PERSON
ACTION BE PAID TIME RESPONSIBLE
1.Review results 1. Work on the None 10 days The Scrum Team
on the Sprint tasks identified
Planning during the
Meeting Sprint planning
meeting and

1.2 Monitor the The Scrum and QA Team

status of the
tasks through a
task board

TOTAL PROCESSING TIME 10 days

704
 1.7 Quality Assurance Process

Office or Division SYSTEMS DEVELOPMENT DIVISION and

SYSTEMS QUALITY ASSURANCE DIVISION (SQAD)
Classification HIGHLY TECHNICAL
Type of Transaction G2G- Government Agency/Employee/Official
Who may avail: All Subject Matter Divisions (SMDs)
CHECKLIST OF WHERE TO SECURE
REQUIREMENTS
Accomplished Request for Softcopy provided by SDD to be accomplished by SMD
Systems Support (RSS)
Business Process Flow SMD
User Stories with Acceptance Provided by SDD
Criteria
Data Entry Specifications Template provided by SQAD to be accomplished by SMD
Data Validation Specifications Template provided by SQAD to be accomplished by SMD
Table Formats To be provided by SMD
CLIENT AGENCY FEES TO PROCESSING PERSON
STEPS ACTION BE PAID TIME RESPONSIBLE
1. Do testing None 13 days QA Team
and quality
assurance
check

TOTAL PROCESSING TIME 13 days

1.8 Product Presentation

Office or Division SYSTEMS DEVELOPMENT DIVISION and

SYSTEMS QUALITY ASSURANCE DIVISION (SQAD)
Classification SIMPLE
Type of Transaction G2G- Government Agency/Employee/Official
Who may avail: All Subject Matter Divisions (SMDs)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Accomplished Request for Systems Softcopy provided by SDD to be accomplished by SMD
Support (RSS)
Business Process Flow SMD
User Stories with Acceptance Provided by SDD
Criteria
Data Entry Specifications Template provided by SQAD to be accomplished by SMD
Data Validation Specifications Template provided by SQAD to be accomplished by SMD
Table Formats To be provided by SMD
CLIENT STEPS AGENCY FEES TO PROCESSING PERSON
ACTION BE PAID TIME RESPONSIBLE
1. Attend Sprint 1. 1Present the None 1 day The Project Team
Review Meeting product
increment to
Approve/disappro the Product
ve the presented Owner and
product increment possibly to
based on the those who will
acceptance use the system
criteria

705
 1.2 Return all
disapproved
PBIs by the PO
to the PBI list.
These
disapproved
PBIs will be
reprioritized
during the next
Product
Backlog Items/
User Stories
Refinement
Meeting
TOTAL PROCESSING TIME 1 day

1.9 Sprint Retrospective

Office or Division SYSTEMS DEVELOPMENT DIVISION and

SYSTEMS QUALITY ASSURANCE DIVISION (SQAD)
Classification SIMPLE
Type of Transaction G2G- Government Agency/Employee/Official
Who may avail: All Subject Matter Divisions (SMDs)
CHECKLIST OF WHERE TO SECURE
REQUIREMENTS
Accomplished Request for Softcopy provided by SDD to be accomplished by SMD
Systems Support (RSS)
Business Process Flow SMD
User Stories with Acceptance Provided by SDD
Criteria
Data Entry Specifications Template provided by SQAD to be accomplished by SMD
Data Validation Specifications Template provided by SQAD to be accomplished by SMD
Table Formats To be provided by SMD
CLIENT STEPS AGENCY FEES TO PROCESSING PERSON
ACTION BE PAID TIME RESPONSIBLE
1. Attend the 1. 1Discuss the None 4 hours The Scrum Master and
Sprint lessons learned Scrum Team. QA Team
Retrospective during the just
Meeting concluded
Sprint to be
able to improve
ways and
means in the
succeeding
sprints
TOTAL PROCESSING TIME 4 hours

706
 1.10 Product Release

Office or Division SYSTEMS DEVELOPMENT DIVISION and

SYSTEMS QUALITY ASSURANCE DIVISION (SQAD)
Classification SIMPLE
Type of Transaction G2G- Government Agency/Employee/Official
Who may avail: All Subject Matter Divisions (SMDs)
CHECKLIST OF WHERE TO SECURE
REQUIREMENTS
Accomplished Request for Softcopy provided by SDD to be accomplished by SMD
Systems Support (RSS)
Business Process Flow SMD
User Stories with Acceptance Provided by SDD
Criteria
Data Entry Specifications Template provided by SQAD to be accomplished by SMD
Data Validation Specifications Template provided by SQAD to be accomplished by SMD
Table Formats To be provided by SMD
CLIENT STEPS AGENCY FEES TO PROCESSING PERSON
ACTION BE PAID TIME RESPONSIBLE
1. Accept 1. Release None 1 day The Project Team
completed Accepted
deliverables Deliverables
presented
during the sprint
review meeting

Signify approval
of the full
product release
through a
signed User
Acceptance
Form
2. Evaluate 2. 1 Provide a None 1 day Scrum Team
Product by filling soft copy of the
out the System SUS.
Usability Scale
(SUS) Deploy the full
product

2. Summarize None 1 day The Scrum Master

the SUS after
gathering
enough number
of filled out
questionnaires.

Attend Project Review the None 4 hours Project Team members

Retrospective project as a and if possible, other
Meeting whole stakeholders

Identify and
document the
good practices
and lessons
learned during
the project
development.
The result of

707
 the evaluation
and resulting
recommendatio
ns will be
documented
and will be used
for reference in
improving the
system
development
process
TOTAL PROCESSING TIME 3 days and 4 hours

708
Civil Registry System Outlet
Regional Outlet
External

709
Civil Registry System Outlet
1. Authentication of Birth Certificate at PSA Civil Registry System
Outlet

PSA authenticates recently registered birth document of an individual not yet available in
the Civil Registry System Database (unconverted documents).

PSA Authentication only confirms that the document was issued by a local civil registry
personnel who is authorized to issue the same and whose authority was confirmed by the
Civil Registrar General and that the signature of the same local civil registry personnel
which appears on the document is similar to the specimen signature officially submitted
to and on file with the Office of the Civil Registrar General.

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Printed or electronic copy of valid Booked through the CRS Appointment
CRS Appointment Slip (1 copy) bearing the System https://appointment.psa.gov.ph
name of the client that will transact in the
PSA Civil Registry System Outlet.

Reminder:

▪ If the client is an authorized

representative, the CRS Appointment
Slip should be in his/her name.
Properly filled-out Health Survey Form Entry points of the PSA Civil Registry
(1 copy); or System Outlets.

Updated QR Code of the COVID-19 Digital
Contact Tracing App
Queue Ticket Number (QTN) (1 copy)
Completely filled-up Application Form (AF) -
Birth Certificate (White Form) accomplished
in PRINTED LETTERS (1 copy)
Photocopy of the Birth Certificate issued by
the Local Civil Registry Office (LCRO)
certified by the issuing officer, with no
erasures or any signs of tampering (1 copy);
or
Google Play Store or Apple App Store
Designated QTN Issuing Station at the
PSA Civil Registry System Outlet.
AF dispenser at the PSA Civil Registry
System Outlet
City/Municipal Civil Registry Office
where the event has taken place and
has been registered.

Civil Registry Form No. 1A (Birth-available)

of the transcription of Facts of Birth from the
Registry Book of Birth issued by the Local
Civil Registry Office (LCRO) certified by the
issuing officer, with no erasures or any signs
of tampering (1 copy)
If the Authentication Request will be availed
at the PSA Civil Registry Outlet hosted by
the Local Government Unit:

Original Copy of the Official Receipt (OR) City Treasurer’s Office

from Local Government Unit (LGU) as proof
of payment of the LGU Add-on Fee as per
City Ordinance (1 copy)

710
Additional Requirements by Type of
Requester
1. Principal (Document Owner)
Valid Identity Document (ID) complete with
CLEAR PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original)
2. Authorized Representative
Valid Identity Document (ID) of document
owner complete with CLEAR PHOTO,
FULL NAME IN PRINT, SIGNATURE and
issued by an official authority (1 original and
1 photocopy)
Government Agencies, Non-
Government Organizations, Private
entities, Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
Document owner
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)

Reminder:

▪ For authorization letter/Special Power of

Attorney (SPA) received from abroad,
the document owner should provide a
scanned/or photocopy of the passport as
valid ID.
Valid Identity Document (ID) of the Government Agencies, Non-
authorized representative with CLEAR Government Organizations, Private
PHOTO, FULL NAME IN PRINT, entities, Schools/Colleges/Universities.
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP,
authority (1 original and 1 photocopy) GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
Authorization letter or duly notarized Document owner
Special Power of Attorney (1 original)
complying with the following requirements:

1) written in a clean sheet of paper and

dated;
2) indicate the type of document, the
number of copies and the specific
details of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the document
owner that matches his/herID.
3. Immediate Family Member of the
Document Owner: Spouse
(Husband/Wife), Direct Descendant
(Son/Daughter) and Biological or Legal
Parent (Father/Mother)
Valid Identity Document (ID) of the Government Agencies, Non-
requesting immediate family member of the Government Organizations, Private
document owner complete with CLEAR entities, Schools/Colleges/Universities
PHOTO, FULL NAME IN PRINT, (i.e., PhilID, DFA, LTO, PRC, IBP,
SIGNATURE and issued by an official GSIS, SSS, PhilPost, Pag-IBIG,
authority (1 original and 1 photocopy) COMELEC, NBI, AFP, PNP)
4. Special Cases Clients
4.1 Guardian of document owner who is
a minor or below 18 years of age.
Court decision assigning the client as legal Clerk of the appropriate Court that
guardian (1 original and 1 photocopy) rendered the decision
and/or;

Lawyer/Notary Public

711
Duly notarized Affidavit of Guardianship
(1 original) supported by any of the
following:
Office of the Barangay where the
3) Barangay Certification that the minor Guardian currently resides
is in the custody of the
client/guardian
(1 original) Educational institution recognized by
the Department of Education.
4) School ID/Report Card of the minor
that indicate the name of the clientas
Guardian
Valid Identity Document (ID) of the Guardian Government Agencies, Non-
complete with CLEAR PHOTO, FULL Government Organizations, Private
NAME IN PRINT, SIGNATURE and issued entities, Schools/Colleges/Universities
by an official authority (1 original and 1 (i.e., PhilID, DFA, LTO, PRC, IBP,
photocopy) GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
4.2 Nearest of kin of a deceased person
(Brothers/Sisters/Grandparent)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original)
Valid Identity Document (ID) of the nearest Government Agencies, Non-
of kin requesting the document complete Government Organizations, Private
with CLEAR PHOTO, FULL NAME IN entities, Schools/Colleges/Universities
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP,
official authority (1 original and 1 photocopy) GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
5. Priority Clients
5.1 Senior Citizen requesting for the
authentication of his/her own birth
document, spouse, parents and
son/daughter
Senior Citizen’s Identity Document (ID) Card Office of the Senior Citizens Affairs
or any valid ID indicating his/her age (OSCA) and/or local government units
complete with CLEAR PHOTO, (LGUs)
FULL NAME IN PRINT, SIGNATURE and
issued by an official authority (1 original); or

Philippine Identification (ID) Card (1 original) Philippine Statistics Authority

5.2 Physically Challenged Client/PWD
requesting for the authentication of
his/her own birth document, spouse,
parents & son/daughter
PWD ID Card complete with CLEAR
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original); or
National Council on Disability Affairs
(NCDA) Office of the Mayor, Office of
the Barangay, Department of Social
Welfare and Development or other
organization with Memorandum of
Agreement with the Department of
Health

Philippine Identification (ID) Card (1 original) Philippine Statistics Authority

5.3 Pregnant Woman requesting for the
authentication of her own document,
spouse, parents and son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-
woman complete with CLEAR PHOTO, Government Organizations, Private
FULL NAME IN PRINT, SIGNATURE and entities, Schools/Colleges/Universities
issued by an official authority(1 original)

712
 (i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
5.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of his/her own document,
spouse, parents and son/daughter
Employment ID of the Health and Public or private health and emergency
Emergency Frontline Service Provider service providing institutions or
complete with CLEAR PHOTO, FULL organizations (i.e. DOH, DOH
NAME IN PRINT, SIGNATURE and issued Hospitals, Hospitals of LGUs, and
by an official authority(1 original) Provincial City, and Rural Health Units,
Private Hospitals and Drug Abuse
Treatment and Rehabilitation Centers
including those managed by other
government agencies (e.g. police and
military hospitals/clinics, university
medical facilities), Philippine Red
Cross, World Health Organization,
Health Maintenance Organizations,
Philippine Health Insurance
Corporation, NDRRMC)
PROCE PERSON
AGENCY FEES TO BE
CLIENT STEPS SSING RESPONSI
ACTIONS PAID
TIME BLE
1. Present the printed 1. Check carefully None 1 minute Information
or electronic copy of the following Marshal/
the CRS Appointment information on the Security
Slip and one (1) valid presented CRS Guard
ID. Appointment Slip:
Outlet
Supervisor
Reminder: a. Outlet Name; PSA Civil
b. Name of client; Registry
For Authorized c. Scheduled date System
Representative(AR) and time; and Outlet
d. IDs presented.
▪ Valid Identity or
Document (ID) of Outlet
the document Manager/
owner complete Chief, CRSD
with CLEAR
PHOTO, FULL
NAME IN PRINT,
SIGNATURE and
issued by an
official authority (1
original and 1
photocopy) and
the AR’s valid ID.

▪ CRS Appointment
Slip bearing the
name of the AR.

1.1 If the
Authentication
Request will be
availed at the PSA
Civil Registry Outlet
hosted by the Local
Government Unit,
present the printed or

713
electronic copy of the
CRS Appointment
Slip, together with the
original OR from Local
Government Unit
(LGU) as proof of
payment of the LGU
Add-on Fee, and one
(1) valid ID upon entry
in the PSA Civil
Registry System
Outlet.
2. Pass through 2.1 Ensure that the None 1 minute Information
Health and Safety client scanned and Marshal/
Protocol of the PSA passed the COVID- Security
Civil Registry System 19 Digital Contact Guard
Outlet. Tracing App, or
Outlet
submitted the Supervisor
2.1 Allow the Updated completely filled-up PSA Civil
QR Code of the health survey form. Registry
COVID-19 Digital System
Contact Tracing App 2.2 Check the body Outlet
be scanned, or fill-up temperature of
and submit the Health client using a or
Survey Form thermal scanner. Outlet
Manager/
2.2 Allow temperature Chief, CRSD
check.
3. Get Queue Ticket 3. Ensure that QTN None 1 minute Information
Number (QTN). is ready for Marshal/
distribution. Security
Guard

Outlet
Supervisor
PSA Civil
Registry
System
Outlet
4. Get an Application 4. Ensure that the None 2 Information
Form- Birth Certificate necessary AF-Birth minutes Marshal,
(White Form) from the Certificate is made PSA Civil
AF dispenser and fill- available at the AF Registry
System
out the required dispenser.
Outlet
information in
PRINTED LETTERS. Team
Leader,
PSA Civil
Registry
System
Outlet

Outlet
Supervisor
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief, CRSD

714
5. Proceed to the 5.1 Screen the None 10 Screener
screening area. certified photocopy minutes PSA Civil
of the Birth Registry
5.1 Present the AF Certificate issued System
and the required by the LCRO, the Outlet
documents to the completeness of Team
screener for the entries in the Leader,
completeness check. AF and other PSA Civil
requirements. Registry
System
5.2 Return the Outlet
certified photocopy
of the Birth Outlet
Certificate issued Supervisor,
by the LCRO, the PSA Civil
Registry
AF, the ID(s) and/or
System
authorization Outlet
letter/SPA/Affidavit or
to the client as it Outlet
will be presented to Manager/
the Collecting Chief, CRSD
Officer prior to the
payment of
corresponding fees.
6. Proceed to the 6.1 Check the AF Total Fee: 10 Collecting
payment window. and the Php 155.00 minutes Officer,
requirements. per copy PSA Civil
6.1. Submit the AF Registry
and the required 6.2 Encode the Breakdown: System
Outlet
documents to the details of the
Payment Window. requests. Processing Team
Fee: Leader,
6.2 Pay the 6.3 Accept the -Php 125.00 PSA Civil
corresponding fee for corresponding Registry
the request, either in payment and Documentary System
cash or through online generate an Official Stamp Tax Outlet
cashless payment. Receipt (OR). -Php 30.00
Outlet
Reminder: 6.4 Indicate in the Supervisor,
OR the date and PSA Civil
Registry
▪ Check the details the estimated time System
in the issued of release. Outlet
Official Receipt
(OR). 6.5 Attach or
altogether the CRS Outlet
▪ Make sure to count Appointment Slip (if Manager/
the change before printed), QTN and Chief, CRSD
leaving the accomplished AF.
counter.
6.6 Give the OR to
the client and
return the
presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

715
 For Priority
Clients:

6.7 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct
to remain for the
release of the
requested
document on
Priority Lane
Releasing Windows

6.8 Forward the AF

and certified
photocopy of Birth
Certificate to the
Request Service
Officer (RSO) for
verification from the
Civil Registry
System (CRS)
Database.
7. Proceed to the 7.1 Control the None 2 hours Request
Releasing Area and authentication Service
wait while the request request for Officer,
is being processed. documentation. PSA Civil
Registry
System
7.2 Verify from the Outlet
CRS database the
request/s on the
basis of the details
that has been
written by the client
in the AF – Birth
Certificate.

Conduct atleast five

(5) unique queries
from the CICA
System pursuant to
the PSA Office
Memorandum No.
2021-139 dated
01 June 2021.

7.2.1 In the event

that the document
being requested for
authentication is
already available in
the CRS Database,
the application is
treated as copy
issuance.

7.2.2 Print the

document in CRS
Security Paper
(SECPA).

716
 7.2.3 Control the
printed document in
SECPA using the Barcode
QMS Releasing Controller,
Manager PSA Civil
Registry
application. System
Outlet
7.2.4 Match and
sort the printed Sorter/
document with Matcher,
thecorresponding PSA Civil
AF. Registry
System
7.3 In case the Outlet
document is not yet
Team
enrolled in the CRS
Leader,
Database, verify PSA Civil
the specimen Registry
signature of the System
C/MCR (issuing Outlet
officer) from the
CICA System. Supervisor,
PSA Civil
7.3.1 If the Registry
signature matches, System
stamp the Outlet
document for the
or
approval/ Outlet
signature of the Manager/
Authentication Chief, CRSD
Officer/Outlet
Supervisor.

7.4 If the signature

of the issuing
officer from the
LCRO failed the
validation process,
a Rejection Slip is
to be issued.

7.5 Forward the

document/result of
verification for
release to the
Releasing Area.
8. Wait for the name 8.1 Announce in None 20 Releaser,
of the document batch the names of minutes PSA Civil
owner/client to be the document Registry
called. owner/client and System
the type of Outlet
document that are Team
ready for release. Leader,
PSA Civil
Registry
System
Outlet

Outlet
Supervisor,
PSA Civil
Registry

717
 System
Outlet

or
Outlet
Manager/
Chief, CRSD
9. Proceed to the 9.1 Check the OR None 10 Releaser,
Releasing Window as to the scheduled minutes PSA Civil
where the document date and time of Registry
owner/ client’s name release. System
was called. Outlet
9.2 Require the Team
9.1 Present the client to present/ Leader,
ORIGINAL OR and submit the PSA Civil
other requirements. requirements and Registry
check for System
correctness and Outlet
completeness
before releasing Outlet
the request. Supervisor,
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief, CRSD
10. Check the 10.1 Issue the None 5 Releaser,
document. result of the minutes PSA Civil
verification: Registry
System
10.1 Sign the 10.1.1 If the Outlet
“Received by” document passed Team
portion at the back of the Authentication Leader,
the AF and indicate process, issue the PSA Civil
the date of receipt. PSA-authenticated Registry
document. System
Outlet
10.1.2 If the
document is Outlet
available in the Supervisor,
CRS Database, PSA Civil
Registry
issue the PSA copy
System
of the Birth Outlet
Certificate.
or
10.1.3 For those Outlet
authentication Manager/
requests that failed Chief, CRSD
the validation
process, return the
Certified Photocopy
of the Birth
Certificate
submitted for
authentication
together with the
Rejection Slip to
the client.

718
 10.1.3.1 Advice the
client to get another
Certified Photocopy
of the Birth
Certificate from the
LCRO.

10.2 Require the

client to sign the
“Received by”
portion and indicate
the date of receipt
at the back of the
AF.

10.3 Ensure to
write in PRINT the
name of the client,
the type of ID
presented, ID
number, releasing
window number
and date and time
of release.

10.4 Stamp the OR

as “RELEASED”
and indicate the
date of release.

10.5 Affix the

initials of the
Releasing Officer in
the OR.

10.6 Release the

document to the
client.

10.7 Attach all the

requirements: QTN,
CRS Appointment
Slip (if printed),
Authorization
Letter/SPA/
Affidavit and
photocopies of
valid IDs to the AF.
TOTAL: PhP 155.00 3 hours

2. Authentication of Death Certificate at PSA Civil Registry System

Outlet

PSA authenticates recently registered death document of an individual not yet available
in the Civil Registry System Database (unconverted documents).

PSA Authentication only confirms that the document was issued by a local civil registry
personnel who is authorized to issue the same and whose authority was confirmed by the
Civil Registrar General and that the signature of the same local civil registry personnel

719
which appears on the document is similar to the specimen signature officially submitted
to and on file with the Office of the Civil Registrar General.

Office or Division: Civil Registration Services Division (CRSD)

Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Printed or electronic copy of valid Booked through the CRS
CRS Appointment Slip (1 copy) bearing the Appointment System
name of the client that will transact in the https://appointment.psa.gov.ph
PSA Civil Registry System Outlet.

Properly filled-out Health Survey Form Entry points of the PSA Civil
(1 copy); or Registry System Outlets.

Updated QR Code of the COVID-19 Digital
Contact Tracing App
Queue Ticket Number (QTN) (1 copy)
Completely filled-up Application Form (AF) –
Death Certificate (Yellow Form)
accomplished in PRINTED LETTERS
(1 copy)
Photocopy of the Death Certificate issued by City/Municipal Civil Registry Office
the Local Civil Registry Office (LCRO)
certified by the issuing officer, with no
erasures or any signs of tampering (1 copy);
or
Google Play Store or Apple App
Store
Designated QTN Issuing Station at
the PSA Civil Registry System
Outlet.
AF dispenser at the PSA Civil
Registry System Outlet
where the event has taken place
and has been registered.

Civil Registry Form No. 2A (Death-available)

of the transcription of Facts of Death from
the Registry Book of Death issued by the
Local Civil Registry Office (LCRO) certified
by the issuing officer, with no erasures or
any signs of tampering (1 copy)
If the Authentication Request will be availed
at the PSA Civil Registry Outlet hosted by
the Local Government Unit:

Original Copy of the Official Receipt (OR) City Treasurer’s Office

from Local Government Unit (LGU) as proof
of payment of the LGU Add-on Fee as per
City Ordinance (1 copy)
Additional Requirements by Type of
Requester
1. Principal (Spouse, Parent, Son/
Daughter)
Valid Identity Document (ID) complete with Government Agencies, Non-
CLEAR PHOTO, FULL NAME IN PRINT, Government Organizations, Private
SIGNATURE and issued by an official entities,
authority (1 original) Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, Philpost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
2. Special Case Requester

720
2.1 Nearest of kin of the deceased person
(other than the Spouse, Parent and
Son/Daughter)
Duly notarized Affidavit of Kinship
(1 original)
Valid Identity Document (ID) of the nearest
of kin requesting the document complete
with CLEAR PHOTO, FULL NAME IN
PRINT, SIGNATURE and issued by an
official authority (1 original and 1 photocopy)
2.2 Guardian of the deceased person,
below 18 years old (minor)
Court decision assigning the client as legal
guardian (1 original and photocopy) and/or;
Lawyer/Notary Public
Government Agencies, Non-
Government Organizations, Private
entities,
Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
Clerk of the appropriate Court that
rendered the decision

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the
following:

3) Barangay Certification that the minor is Office of the Barangay where the
in the custody of the client/guardian Guardian currently resides
(1 original)

4) School ID/Report Card of the minor that Educational institution recognized by

indicates the name of the client as the Department of Education
Guardian
Valid Identity Document (ID) of the guardian Government Agencies, Non-
complete with CLEAR PHOTO, FULL NAME Government Organizations, Private
IN PRINT, SIGNATURE and issued by an entities,
official authority (1 original and 1 photocopy) Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, Philpost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
3. Priority Clients
3.1 Senior Citizen requesting for the
authentication of death certificate of
his/her spouse, parent and son/daughter
Senior Citizen’s Identity Document (ID) Card Office of the Senior Citizens Affairs
or any valid ID indicating his/her age (OSCA) and/or local government
complete with CLEAR PHOTO, FULL NAME units (LGUs)
IN PRINT, SIGNATURE and issued by an
official authority (1 original); or

Philippine Identification (ID) Card (1 original) Philippine Statistics Authority

3.2 Physically Challenged Client/PWD
requesting for the authentication of
death certificate of his/her spouse,
parents and son/daughter
PWD ID Card complete with CLEAR
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original); or
National Council on Disability Affairs
(NCDA) Office of the Mayor, Office
of the Barangay, Department of
Social Welfare and Development or
other organization with
Memorandum of Agreement with the
Department of Health

Philippine Identification (ID) Card (1 original) Philippine Statistics Authority

721
3.3 Pregnant Woman requesting for the
authentication of death certificate of her
own spouse, parents and son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-
woman complete with CLEAR PHOTO, Government Organizations, Private
FULL NAME IN PRINT, SIGNATURE and entities,
issued by an official authority (1 original) Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, Philpost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
3.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of death certificate of
his/her spouse, parents and
son/daughter
Employment ID of the Health and Public or private health and
Emergency Frontline Service Provider emergency service providing
complete with CLEAR PHOTO, FULL NAME institutions or organizations (i.e.
IN PRINT, SIGNATURE and issued by an DOH, DOH Hospitals, Hospitals of
official authority (1 original) LGUs, and Provincial City, and Rural
Health Units, Private Hospitals and
Drug Abuse Treatment and
Rehabilitation Centers including
those managed by other
government agencies (e.g. police
and military hospitals/clinics,
university medical facilities),
Philippine Red Cross, World Health
Organization, Health Maintenance
Organizations, Philippine Health
Insurance Corporation, NDRRMC)
PROCE PERSON
FEES TO
CLIENT STEPS AGENCY ACTIONS SSING RESPON
BE PAID
TIME SIBLE
1. Present the printed 1. Check carefully None 1 minute Information
or electronic copy of the following Marshal/
the CRS Appointment information on the Security
Slip and one (1) valid presented CRS Guard
ID. Appointment Slip:
Outlet
Supervisor
1.1 If the a. Outlet Name; PSA Civil
Authentication b. Name of client; Registry
Request will be c. Scheduled date System
availed at the PSA and time; and Outlet
Civil Registry Outlet d. IDs presented.
hosted by the Local or
Government Unit, Outlet
present the printed or Manager/
electronic copy of the Chief,
CRSD
CRS Appointment
Slip, together with the
original OR from
Local Government
Unit (LGU) as proof
of payment of the
LGU Add-on Fee,
and one (1) valid ID
upon entry in the PSA
Civil Registry System
Outlet.
2. Pass through 2.1 Ensure that the None 1 minute Information
Health and Safety client scanned and Marshal/

722
Protocol of the PSA passed the COVID- Security
Civil Registry System 19 Digital Contact Guard
Outlet. Tracing App, or
submitted the Outlet
2.1 Allow the completely filled-up Supervisor
PSA Civil
Updated QR Code of health survey form. Registry
the COVID-19 Digital System
Contact Tracing App 2.2 Check the body Outlet
be scanned, or fill-up temperature of client
and submit the Health using a thermal or
Survey Form scanner. Outlet
Manager/
2.2 Allow temperature Chief,
check. CRSD
3. Get Queue Ticket 3. Ensure that QTN None 1 minute Information
Number (QTN) is ready for Marshal/
distribution Security
Guard

Outlet
Supervisor
PSA Civil
Registry
System
Outlet
4. Get an Application 4. Ensure that the None 2 Information
Form-Death necessary AF - minutes Marshall,
Certificate (Yellow Death Certificate is PSA Civil
Form) from the AF made available at Registry
dispenser and fill-out the AF dispenser. System
Outlet
the required
information in Team
PRINTED LETTERS. Leader,
PSA Civil
Registry
System
Outlet

Outlet
Supervisor
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief,
CRSD
5. Proceed to the 5.1 Screen the None 10 Screener,
screening area. certified photocopy minutes PSA Civil
of the Death Registry
5.1 Present the AF Certificate issued by System
Outlet
and the required the LCRO, the
documents to the completeness of the Team
screener for entries in the AF Leader,
completeness check. and other PSA Civil
requirements. Registry
System
5.2 Return the Outlet
certified photocopy
of the Death Outlet
Certificate issued by Supervisor,

723
 the LCRO, the AF PSA Civil
and the ID(s) and/or Registry
SPA/Affidavit to the System
client as it will be Outlet
presented to the
or
Collecting Officer Outlet
prior to the payment Manager/
of corresponding Chief,
fees. CRSD
6. Proceed to the 6.1 Check the AF Total Fee 10 Collecting
payment window. and the Php 155.00 minutes Officer,
requirements. per copy PSA Civil
6.1 Submit the AF Registry
and the required 6.2 Encode the Breakdown: System
Outlet
documents to the details of the
Payment Window. requests. Processing
Fee: Team
6.2 Pay the 6.3 Accept the -Php 125.00 Leader,
corresponding fee for corresponding PSA Civil
the request, either in payment and Documentar Registry
cash or through generate an Official y Stamp System
online cashless Receipt (OR). Tax Outlet
payment. -Php 30.00
6.4 Indicate therein Outlet
Reminder: the date and Supervisor,
PSA Civil
estimated time of Registry
▪ Check the details release. System
in the issued Outlet
Official Receipt 6.5 Attach
(OR). altogether the CRS or
Appointment Slip (if Outlet
▪ Make sure to printed), QTN and Manager/
count the change accomplished AF. Chief,
before leaving the CRSD
counter. 6.6 Give the OR to
the client and return
the presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

For Priority
Clients:

6.7 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct to
remain for the
release of the
requested document
on Priority Lane
Releasing Windows

6.8 Forward the AF

and certified
photocopy of Death
Certificate to the

724
 Request Service
Officer (RSO) for
verification from the
Civil Registry
System (CRS)
Database.
7. Proceed to the 7.1 Control the None 2 hours Request
Releasing Area and authentication Service
wait while the request request for Officer,
is being processed. documentation. PSA Civil
Registry
System
7.2 Verify from the Outlet
CRS database the
request/s on the
basis of details that
has been written by
the requester in the
AF-Death
Certificate.

Conduct atleast five

(5) unique queries
from the CICA
System pursuant to
the issued PSA
Office Memorandum
No. 2021-139 dated
01 June 2021.

7.2.1 In the event

that the document
being requested for
authentication is
already available in
the CRS database,
the application is
treated as copy
issuance.

7.2.2 Print the

document in CRS
Security Paper
(SECPA).

7.2.3 Control the

printed document in Barcode
SECPA using the Controller,
QMS Releasing PSA Civil
Manager Registry
application. System
Outlet
7.2.4 Match and sort
the printed
document with the Sorter/Mat
corresponding AF. cher, PSA
Civil
Registry
7.3 In case the System
document is not yet Outlet
enrolled in the CRS
Database, verify the Team
specimen signature Leader,
of the C/MCR

725
 (issuing officer) from PSA Civil
the CICA System. Registry
System
7.3.1 If the signature Outlet
matches, stamp the
Outlet
document for the Supervisor,
approval/ PSA Civil
signature of the Registry
Authentication System
Officer/Outlet Outlet
Supervisor.
or
7.4 If the signature Outlet
of the issuing officer Manager/
from the LCRO fails Chief,
CRSD
the validation
process, a Rejection
Slip is to be issued.

7.5 Forward the

document/result of
verification for
release to the
Releasing Area
8. Wait for the name 8. Announce in None 20 Releaser,
of the deceased batch the name of minutes PSA Civil
person/client to be deceased Registry
called. person/client and System
the type of Outlet
document being Team
requested that are Leader,
ready for release. PSA Civil
Registry
System
Outlet

Outlet
Supervisor,
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief,
CRSD
9. Proceed to the 9.1 Check the OR None 10 Releaser,
Releasing Window as to the scheduled minutes PSA Civil
where the deceased date and time of Registry
person/client’s name release. System
was called. Outlet
9.2 Require the Team
9.1 Present the client to Leader,
ORIGINAL OR and present/submit the PSA Civil
other requirements. requirements and Registry
check for System
correctness and Outlet
completeness
before releasing the Outlet
request. Supervisor,

726
 PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief,
CRSD
10. Check the 10.1 Issue the result None 5 Releaser,
document. of the verification: minutes PSA Civil
Registry
10.1 Sign the 10.1.1 If the System
“Received by” document passed Outlet
portion at the back of the Authentication Team
the AF and indicate process, issue the Leader,
the date of receipt. PSA-authenticated PSA Civil
document. Registry
System
10.1.2 If the Outlet
document is
available in the CRS Outlet
Database, issue the Supervisor,
PSA copy of the PSA Civil
Death Certificate. Registry
System
Outlet
10.1.3 For those
authentication or
requests that failed Outlet
the validation Manager/
process, return the Chief,
Certified Photocopy CRSD
of the Death
Certificate submitted
for authentication
together with the
Rejection Slip to the
client.

10.1.3.1 Advice the

client to get another
Certified Photocopy
of the Death
Certificate from the
LCRO.

10.2 Require the

client to sign the
“Received by”
portion and indicate
the date of receipt at
the back of the AF.

10.3 Ensure to write

in PRINT the name
of the client, the
type of ID
presented, ID
number, releasing
window number and
date and time of
release.

727
 10.4 Stamp the OR
as “RELEASED”
and indicate the
date of release.

10.5 Affix the initials

of the Releasing
Officer in the OR.

10.6 Release the

document to the
client.

10.7 Attach all the

requirements: QTN,
CRS Appointment
Slip (if printed),
SPA/ Affidavit and
photocopies of valid
IDs to the AF.
TOTAL: PhP 150.00 3 hours

3. Authentication of Marriage Certificate at PSA Civil Registry System

Outlet
PSA authenticates recently registered marriage document of contracting parties not yet
available in the Civil Registry System Database (unconverted documents).

PSA Authentication only confirms that the document was issued by a local civil registry
personnel who is authorized to issue the same and whose authority was confirmed by the
Civil Registrar General and that the signature of the same local civil registry personnel
which appears on the document is similar to the specimen signature officially submitted
to and on file with the Office of the Civil Registrar General.

Office or Division: Civil Registration Services Division (CRSD)

Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Printed or electronic copy of valid CRS Booked through the CRS
Appointment Slip (1 copy) bearing the name Appointment System
of the client that will transact in the PSA Civil https://appointment.psa.gov.ph
Registry System Outlet.

Reminder:

▪ If the client is an authorized

representative, the CRS Appointment Slip
should be in his/her name.
Properly filled-out Health Survey Form Entry points of the PSA Civil
(1 copy); or Registry System Outlets.

Updated QR Code of the COVID-19 Digital
Contact Tracing App
Queue Ticket Number (QTN) (1 copy)
Google Play Store or Apple App
Store
Designated QTN Issuing Station at
the PSA Civil Registry System
Outlet.

728
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil
Marriage Certificate (Pink Form) Registry System Outlet
accomplished in PRINTED LETTERS
(1 copy)
Photocopy of the Marriage Certificate issued City/Municipal Civil Registry Office
by the Local Civil Registry Office (LCRO) where the event has taken place
certified by the issuing officer, with no and has been registered.
erasures or any signs of tampering (1 copy);
or

Civil Registry Form No. 3A (Marriage-

available) of the transcription of Facts of
Marriage from the Registry Book of Marriage
issued by the Local Civil Registry Office
(LCRO) certified by the issuing officer, with
no erasures or any signs of tampering (1
copy)
If the Authentication Request will be availed
at the PSA Civil Registry Outlet hosted by
the Local Government Unit:

Original Copy of the Official Receipt (OR) City Treasurer’s Office

from Local Government Unit (LGU) as proof
of payment of the LGU Add-on Fee as per
City Ordinance. (1 copy)
Additional Requirements by Type of
Requester
1. Principal (Spouses/Husband and Wife)
Valid Identity Document (ID) of any of the
contracting parties complete with CLEAR
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original)
2. Direct Descendant (Son/Daughter)
Valid Identity Document (ID) of the direct
descendant of the contracting parties
complete with CLEAR PHOTO, FULL NAME
IN PRINT, SIGNATURE and issued by an
official authority (1 original)
3. Nearest of kin, if both contracting
parties are deceased (Biological or Legal
Parent/ Brother/Sister/Grandparent)
Original copy of the duly notarized Affidavit of
Kinship (1 original)
Valid Identity Document (ID) of the nearest of
kin requesting the document complete with
CLEAR PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original and photocopy)
4. Authorized Representative
Valid Identity Document (ID) of the document
owner complete with CLEAR PHOTO, FULL
NAME IN PRINT, SIGNATUREand issued by
an official authority (1 original and
1 photocopy).
Government Agencies, Non-
Government Organizations, Private
entities,
Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
Government Agencies, Non-
Government Organizations, Private
entities,
Schools/Colleges/Universities.
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
Lawyer/Notary Public
Government Agencies, Non-
Government Organizations, Private
entities,
Schools/Colleges/Universities.
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
Document owner
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, Philpost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)

729
Reminder:

▪ For authorization letter/ Special Power of

Attorney (SPA) received from abroad the
document owner should provide a
scanned/or photocopy of the passport as
valid ID.
Valid Identity Document (ID) of the Government Agencies, Non-
authorized representative complete with Government Organizations, Private
CLEAR PHOTO, FULL NAME IN PRINT, entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original and 1 photocopy) (i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, Philpost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with (i.e., PhilID, DFA, LTO, PRC, IBP,
the following requirements): GSIS, SSS, Philpost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
1) written in a clean sheet of paper and
dated.
2) indicate the type of document, the
number of copies and the specific details
of the document to be requested;
3) indicate the complete name of the
representative; and
4) bear the fresh signature of the document
owner that matches his/her ID.
5. Priority Clients
5.1 Senior Citizen requesting for the
authentication of his/her own marriage
document and his/her parents.
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs
indicating his/her age with CLEAR PHOTO, (OSCA) and/or local government
FULL NAME IN PRINT, SIGNATURE and units (LGUs)
issued by an official authority (1 original); or

Philippine Identification (ID) Card (1 original) Philippine Statistics Authority

5.2 Physically Challenged Client/PWD
requesting for the authentication of
his/her own marriage document and
his/her parents
PWD ID Card complete with CLEAR
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original); or
National Council on Disability
Affairs (NCDA) Office of the Mayor,
Office of the Barangay, Department
of Social Welfare and Development
or other organization with
Memorandum of Agreement with
the Department of Health

Philippine Identification (ID) Card (1 original) Philippine Statistics Authority

5.3 Pregnant Woman requesting for the
authentication of her own marriage
document and parents
Valid Identity Document (ID) of the pregnant
woman complete with CLEAR PHOTO, FULL
NAME IN PRINT, SIGNATURE and issued
by an official authority (1 original)
Government Agencies, Non-
Government Organizations, Private
entities,
Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, Philpost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)

730
5.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of his/her own document,
spouse and parents
Employment ID of the Health and Emergency Public or private health and
Frontline Service Provider complete with emergency service providing
CLEAR PHOTO, FULL NAME IN PRINT, institutions or organizations (i.e.
SIGNATURE and issued by an official DOH, DOH Hospitals, Hospitals of
authority (1 original) LGUs, and Provincial City, and
Rural Health Units, Private
Hospitals and Drug Abuse
Treatment and Rehabilitation
Centers including those managed
by other government agencies (e.g.
police and military hospitals/clinics,
university medical facilities),
Philippine Red Cross, World Health
Organization, Health Maintenance
Organizations, Philippine Health
Insurance Corporation, NDRRMC)
PROCES PERSON
FEES TO
CLIENT STEPS AGENCY ACTIONS SING RESPON
BE PAID
TIME SIBLE
1. Present the printed 1. Check carefully None 1 minute Informatio
or electronic copy of the following n
the CRS Appointment information on the Marshal/
Slip and one (1) valid presented CRS Security
ID. Appointment Slip: Guard

Outlet
Reminder: a. Outlet Name; Superviso
b. Name of client; r
For Authorized c. Scheduled date PSA Civil
Representative (AR) and time; and Registry
d. IDs presented. System
▪ Valid Identity Outlet
Document (ID) of
the document or
owner complete Outlet
with CLEAR Manager/
Chief,
PHOTO, FULL CRSD
NAME IN PRINT,
SIGNATURE and
issued by an
official authority (1
original and 1
photocopy) and
the AR’s valid ID.

▪ CRS Appointment
Slip bearing the
name of the AR.

1.1 If the
Authentication
Request will be
availed at the PSA
Civil Registry Outlet
hosted by the Local
Government Unit,
present the printed or
electronic copy of the
CRS Appointment

731
Slip, together with the
original OR from Local
Government Unit
(LGU) as proof of
payment of the LGU
Add-on Fee, and one
(1) valid ID upon entry
in the PSA Civil
Registry System
Outlet.
2. Pass through 2.1 Ensure that the None 1 minute Informatio
Health and Safety client scanned and n
Protocol of the PSA passed the COVID- Marshal/
Civil Registry System 19 Digital Contact Security
Outlet. Tracing App, or Guard
submitted the Outlet
2.1 Allow the Updated completely filled-up Superviso
QR Code of the health survey form. r
COVID-19 Digital PSA Civil
Contact Tracing App 2.2 Check the body Registry
be scanned, or fill-up temperature of client System
and submit the Health using a thermal Outlet
Survey Form scanner.
or
2.2 Allow temperature Outlet
check. Manager/
Chief,
CRSD
3. Get Queue Ticket 3. Ensure that QTN None 1 minute Informatio
number (QTN) is ready for n
distribution. Marshal/S
ecurity
Guard

Outlet
Superviso
r
PSA Civil
Registry
System
4. Get an Application 4. Ensure that the None 2 minutes Informatio
Form- Marriage necessary AF- n
Certificate (Pink Form) Marriage Certificate Marshall,
from the AF dispenser is made available at PSA Civil
and fill-out the the AF dispenser. Registry
System
required information in Outlet
PRINTED LETTERS.
Team
Leader,
PSA Civil
Registry
System
Outlet

Outlet
Superviso
r
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/

732
 Chief,
CRSD
5. Proceed to the 5.1 Screen the None 10 Screener,
screening area. certified photocopy minutes PSA Civil
of the Marriage Registry
5.1 Present the AF Certificate issued by System
and the required the LCRO, the Outlet
documents to the completeness of the Team
screener for entries in the AF Leader,
completeness check. and other PSA Civil
requirements. Registry
System
5.2 Return the Outlet
certified photocopy
of the Marriage Outlet
Certificate issued by Superviso
the LCRO, the AF, r,
PSA Civil
the ID(s) and/or
Registry
authorization System
letter/SPA/Affidavit Outlet
to the client as it will
be presented to the or
Collecting Officer Outlet
prior to the payment Manager/
of corresponding Chief,
fees. CRSD
6. Proceed to the 6.1 Check the AF Total Fee 10 Collecting
payment window. and the Php 155.00 minutes Officer,
requirements. per copy PSA Civil
6.1 Submit the AF and Registry
System
the required 6.2 Encode the Breakdown:
Outlet
documents to the details of the
Payment Window. request. Processing Team
Fee: Leader,
6.2 Pay the 6.3 Accept the -Php 125.00 PSA Civil
corresponding fee for corresponding Registry
the request, either in payment and Documentar System
cash or through online generate an Official y Stamp Outlet
cashless payment. Receipt (OR). Tax
-Php 30.00 Outlet
Reminder: 6.4 Indicate therein Superviso
the date and r,
PSA Civil
▪ Check the details estimated time of Registry
in the issued release. System
Official Receipt Outlet
(OR). 6.5 Attach
altogether the CRS or
▪ Make sure to count Appointment Slip (if Outlet
the change before printed), QTN and Manager/
leaving the counter accomplished AF. Chief,
CRSD
6.6 Give the OR to
the client and return
the presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

733
 For Priority
Clients:

6.7 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct to
remain for the
release of the
requested document
on Priority Lane
Releasing Windows

6.8 Forward the AF

and the certified
photocopy of the
Marriage Certificate
to the Request
Service Officer
(RSO) for
verification from the
Civil Registry
System (CRS)
Database.
7. Proceed to the 7.1 Control the None 2 hours Request
Releasing Area and authentication Service
wait while the request request for Officer,
is being processed. documentation. PSA Civil
Registry
System
7.2 Verify from the Outlet
CRS database the
request on the basis
of details that has
been written by the
requester in the AF-
Marriage Certificate.

Conduct atleast five

(5) unique queries
from the CICA
System pursuant to
the PSA Office
Memorandum No.
2021-139 dated
01 June 2021.

7.2.1 In the event

that the document
being requested for
authentication is
already available in
the CRS database,
the application is
treated as copy
issuance.

7.2.2 Print the result

of verification in
CRS Security Paper
(SECPA).
Barcode
Controller,

734
 7.2.3 Control the PSA Civil
printed document in Registry
SECPA using the System
QMS Releasing Outlet
Manager
application. Sorter/Ma
tcher,
7.2.4 Match and sort PSA Civil
the printed Registry
document with the System
corresponding AF. Outlet

7.3 In case the Team

document is not yet Leader,
enrolled in the CRS PSA Civil
Registry
Database, verify the
System
specimen signature Outlet
of the C/MCR
(issuing officer) from Outlet
the CICA System. Superviso
r,
7.3.1 If the signature PSA Civil
matches, stamp the Registry
document for the System
approval/ Outlet
signature of the
or
Authentication
Outlet
Officer/Outlet Manager/
Supervisor. Chief,
CRSD
7.4 If the signature
of the issuing officer
from the Local Civil
Registry Office
(LCRO) failed the
validation process, a
Rejection Slip is to
be issued.

7.5 Forward the

document/result of
verification for
release to the
Releasing Area.
8. Wait for the name 8. Announce in None 20 Releaser,
of the document batch the names of minutes PSA Civil
owner/client to be document Registry
called. owners/client and System
Outlet
the type of requests
that are ready for Team
release. Leader,
PSA Civil
Registry
System
Outlet

Outlet
Superviso
r,
PSA Civil
Registry
System
Outlet

735
 or
Outlet
Manager/
Chief,
CRSD
9. Proceed to the 9.1 Check the OR None 10 Releaser,
Releasing Window as to the scheduled minutes PSA Civil
where the document date and time of Registry
owner/client’s name release. System
Outlet
was called.
9.2 Require the Team
9.1 Present the client to present/ Leader,
ORIGINAL OR and submit the PSA Civil
other requirements. requirements and Registry
check for System
correctness and Outlet
completeness
before releasing the Outlet
request. Superviso
r,
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief,
CRSD
10. Check the 10.1 Issue the result None 5 minutes Releaser,
document. of the verification: PSA Civil
Registry
10.1 Sign the 10.1.1 If the System
Outlet
“Received by” document passed
portion at the back of the Authentication Team
the AF and indicate process, issue the Leader,
the date of receipt. PSA-authenticated PSA Civil
document. Registry
System
10.1.2 If the Outlet
document is
available in the CRS Outlet
Database, issue the Superviso
PSA copy of the r,
PSA Civil
Marriage Certificate.
Registry
System
10.1.3 For those Outlet
authentication
requests that failed or
the validation Outlet
process, return the Manager/
Certified Photocopy Chief,
of the Marriage CRSD
Certificate submitted
for authentication
together with the
Rejection Slip to the
client.

10.1.3.1 Advice the

client to get another
Certified Photocopy

736
 of the Marriage
Certificate from the
LCRO.

10.2 Require the

client to sign the
“Received by”
portion and indicate
the date of receipt at
the back of the AF.

10.3 Ensure to write

in PRINT the name
of the client, the
type of ID
presented, ID
number, releasing
window number and
date and time of
release.

10.4 Stamp the OR

as “RELEASED”
and indicate the
date of release.

10.5 Affix the initials

of the Releasing
Officer in the OR.

10.6 Release the

document to the
claimant.

10.7 Attach all the

requirements: QTN,
CRS Appointment
Slip (if printed),
Authorization
Letter/SPA/ Affidavit
and photocopies of
valid IDs to the AF.
TOTAL: PhP 150.00 3 hours

4. Copy Issuance of Birth Certificate at PSA Civil Registry System Outlet

Provision of copy of the birth document of an individual available in the PSA Civil Registry
Database (converted documents).

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Printed or electronic copy of valid CRS Booked through the CRS Appointment
Appointment Slip (1 copy) bearing the name System
of the client that will transact in the PSA Civil https://appointment.psa.gov.ph
Registry System Outlet.

737
Reminder:

▪ If the client is an authorized

representative, the CRS Appointment Slip
should be in his/her name.
Properly filled-out Health Survey Form Entry points of the PSA Civil Registry
(1 copy); or System Outlets.

Updated QR Code of the COVID-19 Digital Google Play Store or Apple App Store
Contact Tracing App
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the
PSA Civil Registry System Outlet.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplishedin System Outlet
PRINTED LETTERS (1 copy)
If the request for Copy Issuance of civil
registry document will be availed at the PSA
Civil Registry Outlet hosted by the Local
Government Unit:

Original Copy of the Official Receipt (OR) from City Treasurer’s Office
Local Government Unit (LGU) as proof of
payment of the LGU Add-on Fee as per City
Ordinance. (1 copy)
Additional Requirements by Type of
Requester
1. Principal(Document Owner)
Valid Identity Document (ID) complete with Government Agencies, Non-
CLEAR PHOTO, FULL NAME IN PRINT, Government Organizations, Private
SIGNATURE and issued by an official entities, Schools/Colleges/Universities
authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
2. Authorized Representative
Valid Identity Document (ID) of document Document owner
ownercomplete with CLEAR PHOTO, (i.e., PhilID, DFA, LTO, PRC, IBP,
FULL NAME IN PRINT, SIGNATUREand GSIS, SSS, PhilPost, Pag-IBIG,
issued by an official authority (1 original and COMELEC, NBI, AFP, PNP)
1 photocopy)

Reminder:

▪ For authorization letter/Special Power of

Attorney (SPA) received from abroad, the
document owner should provide
ascanned/or photocopy of the passport as
valid ID.
Valid Identity Document (ID) of the authorized Government Agencies, Non-
representative with CLEAR PHOTO, FULL Government Organizations, Private
NAME IN PRINT, SIGNATURE and issued by entities,
an official authority (1 original and 1 Schools/Colleges/Universities.
photocopy) (i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with
the following requirements:

1) written in a clean sheet of paper and

dated;

738
2) indicate the type of document, the
number of copies and the specific
details of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the document
owner that matches his/herID.
3. Immediate Family Member of the
Document Owner: Spouse
(Husband/Wife), Direct Descendant
(Son/Daughter), and Biological or Legal
Parent (Father/Mother)
Valid Identity Document (ID) of therequesting Government Agencies, Non-
immediate family member of the document Government Organizations, Private
owner complete with CLEAR PHOTO, FULL entities, Schools/Colleges/Universities
NAME IN PRINT, SIGNATURE and issued by (i.e., PhilID, DFA, LTO, PRC, IBP,
an official authority (1 original and 1 GSIS, SSS, PhilPost, Pag-IBIG,
photocopy) COMELEC, NBI, AFP, PNP)
4. Special Cases Clients
4.1Guardian of document owner who is a
minor or below 18 years of age.
Court decision assigning the requester as Clerk of the appropriate Court that
legal guardian (1 original and/or photocopy) rendered the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the following:

3) Barangay Certification that the minor is in Office of the Barangay where the
the custody of the requesting Guardian currently resides
party/guardian (1 original)
4) School ID/Report Card of the minor that Educational institution recognized by
indicates the name of the the Department of Education.
requesterasGuardian (1 original and 1
photocopy)
Valid Identity Document (ID) of the Guardian Government Agencies, Non-
complete with CLEAR PHOTO, FULL NAME Government Organizations, Private
IN PRINT, SIGNATURE and issued by an entities, Schools/Colleges/Universities
official authority (1 original and 1 photocopy) (i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
4.2 Nearest of kin of a deceasedperson
(Brother/Sister/Grandparent)
Duly notarized Affidavit of Kinship (1 original) Lawyer/Notary Public
Valid Identity Document (ID) of the nearest of Government Agencies, Non-
kin requesting the documentcomplete with Government Organizations, Private
CLEAR PHOTO, FULL NAME IN PRINT, entities, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP,
authority (1 original and 1 photocopy) GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
5. Priority Clients
5.1 Senior Citizen requesting for his/her
own document, spouse, parents and
son/daughter
Senior Citizen’s Identity Document (ID) Card Office of the Senior Citizens Affairs
or any valid ID indicating his/her age complete (OSCA) and/or local government units
with CLEAR PHOTO, FULL NAME IN PRINT, (LGUs)
SIGNATURE and issued by an official
authority (1 original); or

Philippine Identification (ID) Card (1 original) Philippine Statistics Authority

739
5.2 Physically Challenged Client/PWD
requesting for his/her own document,
spouse, parents and son/daughter
PWD ID Card complete with CLEAR PHOTO, National Council on Disability Affairs
FULL NAME IN PRINT, SIGNATURE and (NCDA) Office of the Mayor, Office of
issued by an official authority (1 original); or the Barangay, Department of Social
Welfare and Development or other
organization with Memorandum of
Agreement with the Department of
Health
Philippine Identification (ID) Card (1 original)
Philippine Statistics Authority
5.3 Pregnant Woman requesting for her
own document, spouse, parents and
son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-
woman complete with CLEAR PHOTO, FULL Government Organizations, Private
NAME IN PRINT, SIGNATURE and issued by entities, Schools/Colleges/Universities
an official authority(1 original) (i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
5.4 Health and Emergency Frontline
Service Provider requesting for the copy
issuance of his/her own document,
spouse, parents and son/daughter
Employment ID of the Health and Emergency Public or private health and emergency
Frontline Service Provider complete with service providing institutions or
CLEAR PHOTO, FULL NAME IN PRINT, organizations (i.e. DOH, DOH
SIGNATURE and issued by an official Hospitals, Hospitals of LGUs, and
authority (1 original) Provincial City, and Rural Health Units,
Private Hospitals and Drug Abuse
Treatment and Rehabilitation Centers
including those managed by other
government agencies (e.g. police and
military hospitals/clinics, university
medical facilities), Philippine Red
Cross, World Health Organization,
Health Maintenance Organizations,
Philippine Health Insurance
Corporation, NDRRMC)
6. First Time Jobseeker (RA 11261)

Reminder:

▪ Request for a copy issuance of birth

certificate cannot be delegated to a
representative and can only be availed
once
Duly signed Barangay Certification from Punong barangay or his/her authorized
his/her place of residence (1 original) officer.
Oath of Undertaking executed by the First Office of the Barangay where the First
Time Jobseeker (1 original and 1 photocopy) Time Jobseekercurrently resides
Valid Identity Document (ID) of the First Time
Government Agencies, Educational
Jobseeker complete with CLEAR PHOTO, Institutions
FULL NAME IN PRINT, SIGNATURE and (i.e., PhilID, DFA, LTO, PRC, IBP,
issued by an official authority (1 original and
GSIS, SSS, PhilPost, Pag-IBIG,
1 photocopy) COMELEC, NBI, AFP, PNP)
PERSON
AGENCY FEES TO PROCESS
CLIENT STEPS RESPON
ACTIONS BE PAID ING TIME
SIBLE
1. Present the printed 1. Check carefully None 1 minute Informatio
or electronic copy of the the following n

740
CRS Appointment Slip information on the Marshal/S
and one (1) valid ID. presented CRS ecurity
Appointment Slip: Guard
Reminder:
a. Outlet Name; Outlet
Superviso
For Authorized b. Name of client; r
Representative (AR) c. Scheduled date PSA Civil
and time; and Registry
▪ Valid Identity d. IDs presented. System
Document (ID) of Outlet
the document
owner complete or
with CLEAR Outlet
PHOTO, FULL Manager/
NAME IN PRINT, Chief,
CRSD
SIGNATUREand
issued by an official
authority (1 original
and 1 photocopy)
and the AR’s valid
ID.

▪ CRS Appointment
Slip bearing the
name of the AR.

1.1 If the request for

Copy Issuance of civil
registry document will
be availed at the PSA
Civil Registry Outlet
hosted by the Local
Government Unit,
present the printed or
electronic copy of the
CRS Appointment Slip,
together with the
original OR from Local
Government Unit
(LGU) as proof of
payment of the LGU
Add-on Fee, and one
(1) valid ID upon entry
in the PSA Civil
Registry System Outlet.
2. Pass through Health 2.1 Ensure that the None 1 minute Informatio
and Safety Protocol of client scanned and n Marshal/
the PSA Civil Registry passed the COVID- Security
System Outlet. 19 Digital Contact Guard
Tracing App, or
Outlet
2.1 Allow the Updated submitted the Superviso
QR Code of the completely filled-up r
COVID-19 Digital health survey form. PSA Civil
Contact Tracing App be Registry
scanned, or fill-up and 2.2 Check the body System
submit the Health temperature of Outlet
Survey Form client using a
thermal scanner. or
2.2 Allow temperature Outlet
check. Manager/
Chief,
CRSD

741
3. Get Queue Ticket 3. Ensure that QTN None 1 minute Informatio
Number (QTN) is ready for n
distribution Marshal/S
ecurity
Guard

Outlet
Superviso
r
PSA Civil
Registry
System
4. Get an Application 4. Ensure that the None 2 minutes Informatio
Form- Birth Certificate necessary AF-Birth n
(White Form) from the Certificate is made Marshall,
AF dispenser and fill- available at the AF PSA Civil
Registry
out the required dispenser.
System
information in Outlet
PRINTED LETTERS.
Team
Leader,
PSA Civil
Registry
System
Outlet

Outlet
Superviso
r
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief,
CRSD
5. Proceed to the 5.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil
requirements. Registry
5.1 Present the AF and System
Outlet
the required documents 5.2 Return the AF
to the screener for and the ID(s) and/or Team
completeness check. authorization Leader,
letter/SPA/Affidavit PSA Civil
to the client as it will Registry
be presented to the System
Collecting Officer Outlet
prior to the payment
of corresponding
fees.

▪ First Time For first time

Jobseeker, Jobseeker: Care
proceed to the Officer,
Public Assistance 5.3 Stamp the Public
and Complaints submitted Assistanc
Desk (PACD) requirements as e and
officially “Received Complaint
by” PSA. Endorse s Desk
the First Time (PACD),
Jobseeker to the PSA Civil
Registry

742
 Office of the Outlet System
Supervisor Outlet

5.4Accept the Outlet

requirements and Superviso
r,
indicate therein the PSA Civil
date of receipt and Registry
collect them. Attach System
requirements to the Outlet
AF and label it as
“Pro-Bono.” or
Outlet
5.5Record the Manager/
request in the Chief,
logbook for control CRSD
and reporting
purposes.
6. Proceed to the 6.1 Check the AF Total Fee 10 minutes Collecting
payment window. and the Php 155.00 Officer,
requirements. per copy PSA Civil
6.1 Submit the AF and Registry
the required documents 6.2 Encode the Breakdown: System
Outlet
to the Payment details of the
Window. requests. Processing Team
Fee: Leader,
6.2 Pay the 6.3 Accept the -Php 125.00 PSA Civil
corresponding fee for corresponding Registry
the request, either in payment and Documentar System
cash or through online generate an Official y Stamp Tax Outlet
cashless payment. Receipt (OR). -Php 30.00

Reminder: 6.4 Indicate therein

the date and
▪ Check the details in estimated time of
the issued Official release.
Receipt (OR).
6.5 Attach
▪ Make sure to count altogether the CRS
the change before Appointment Slip (if
leaving the counter. printed), QTN and
accomplished AF.

6.6 Give the OR to

the client and return
the presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
requested
document.

For first time

Jobseeker: Pursuant to
Coordinat
RA 11261, or,
▪ Remind him/her the issuance Office of
that he/she can of one (1) the Outlet
avail of the free copy of the Superviso
copy issuance birth r,
of his/her birth certificate for PSA Civil
a first time Registry

743
 from the PSA Jobseeker is System
only once. to be issued Outlet
for FREE
▪ Issue a claim
stub to First Outlet
Superviso
Time r,
Jobseekerand PSA Civil
indicate therein Registry
the date and System
estimated time Outlet
of release.
or
6.7 Inform him/her Outlet
to wait for his/her Manager/
name to be called at Chief,
CRSD
the Releasing Area.

For Priority
Clients:

6.8 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct
to remain for the
release of the
requested
document on
Priority Lane
Releasing Window.

6.9 Forward the AF

to the Request
Service Officer
(RSO) for
verification from the
Civil
RegistrySystem
(CRS) Database.
7. Proceed to the 7.1 Verify from the None 2 hours Request
Releasing Area and CRS database the Service
wait while the request is request on the basis Reminder: Officer,
being processed. of details that has PSA Civil
been written by the ▪ Processi Registry
System
requester in the AF- ng time Outlet
Birth Certificate. maybe
extended
Conduct atleast five depending
(5) unique queries on the
from the CICA result of
System pursuant to verification
the issued PSA from the
Office CICA
Memorandum No. System.
2021-139 dated
01 June 2021.

7.1.1 In case that

the requested copy
of the Birth
Certificate is
available in the

744
CRS Database,
print the PSA Copy
of the Birth
Certificate.

7.1.2 In case that

the requested copy
of the Birth
Certificate is not
available in the
CRS Database after
thorough
verification, print a
Negative
Certification of
Birth.

7.2 Print the result

of the verification of
the request in CRS
Security Paper
(SECPA).

7.2.1 In case the

image of the birth
document from the
CRS database is
blurred, attach a
note to the AF-Birth
Certificate with a
message “Blurred
Image” to inform the
Document
Controller and
Matcher/Sorter.

7.3 Control the

printed document in Barcode
Controller,
SECPA in using the PSA Civil
QMS Releasing Registry
Manager System
application. Outlet

7.4 Match and sort Sorter/Mat

the printed cher, PSA
document with the Civil
corresponding AF- Registry
Birth Certificate. System
Outlet
7.5 Forward the Team
document ready for Leader,
release to the PSA Civil
Releasing Area. Registry
System
Outlet

Outlet
Superviso
r,
PSA Civil
Registry
System
Outlet

745
 or
Outlet
Manager/
Chief,
CRSD
8. Wait for the name of 8.1 Announce in None 20 minutes Releaser,
the document batch the names of PSA Civil
owner/client to be the document Registry
called. owner/client and the System
Outlet
type of request that
are ready for Team
release. Leader,
PSA Civil
Registry
System
Outlet

Outlet
Superviso
r,
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief,
CRSD
9. Proceed to the 9.1Check the OR as None 10 minutes Releaser,
Releasing to the scheduled PSA Civil
Windowwhere the date and time of Registry
document release System
Outlet
owner/client’s name
was called. 9.2 Require the Team
client to Leader,
9.1 Present present/submit the PSA Civil
theORIGINAL OR and requirements and Registry
other requirements. check for System
correctness and Outlet
completeness
before releasing the Outlet
request. Superviso
r,
PSA Civil
For first time
Registry
▪ First Time Jobseeker: System
Jobseeker present Outlet
claim stub 9.3 Reflect result of
verification on the or
logbook/excel file. Outlet
Manager/
9.4 Ensure that the Chief,
ID and claim stub is CRSD
presented/
submitted by the
first time Jobseeker.
10. Check the 10.1 Issue the result None 5 minutes Releaser,
document. of the verification: PSA Civil
Registry
10.1 Sign the 10.1.1 If the System
“Received by” portion document is Outlet
at the back of the AF available in the
746
and indicate the date of CRS Database, Team
receipt. issue the PSA Copy Leader,
of the Birth PSA Civil
Certificate. Registry
System
Outlet
10.1.2 If the
document is not Outlet
available in the Superviso
CRS Database, r,
issue a Negative PSA Civil
Certification of Registry
Birth. System
Outlet
10.1.2.1 Advise the
client to request an or
Outlet
endorsement of
Manager/
his/her Birth Chief,
Certificate from the CRSD
Local Civil Registry
Office (LCRO)
where the Birth was
registered to PSA.

10.1.3 In case the

image of the birth
document from the
CRS Database is
blurred, explain to
the client the quality
of the printed
document.

Reminder:

▪ The client must

be given an
option for a
clearer copy of
the birth
document
through re-
scanning of the
image.

10.1.3.1 If the client

agreed to have the
requested birth
document
subjected to re-
scanning, inform
the client on the re-
scheduled date of
release.

10.2 Require the

client to sign the
“Received by”
portion at the back
of the AF.

10.3 Ensure to write

in PRINT the name

747
 of the client, the
type of ID
presented, ID
number, releasing
window number and
date and time of
release.

10.4 Stamp the OR

as “RELEASED”
and indicate the
date of release.

10.5 Affix the initials

of the Releaser in
the OR.

10.6 Release the

requested
document to the
client.

10.7 Attached all

the requirements:
QTN, CRS
Appointment Slip (if
printed),
Authorization
Letter/SPA/
Affidavit and
photocopies of valid
IDs to the AF.

For first time

▪ First Time Jobseeker:
Jobseeker sign in
the control logbook 10.8 Require the
First Time
Jobseekerto sign in
the control logbook.
TOTAL: PhP 155.00 3 hours

Special Cases/Situations:
In the event that after verfication, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit the following
processes will take place:
1) Outlet’s RSO log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No
- Transaction Number
- Complete details of the request
- Description of the problem

2) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
3) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.

748
 4) TL to inform the client on the situation and on the re-scheduled date of release.

REMINDER:
Copy issuance of birth documents that fall under special cases/situations require
several actions/steps that need to be undertaken outside of the Civil Registry System
Outlet to be able to deliver the requested documentto the client. In this connection the
Service Classification is changed from SIMPLE to COMPLEX.

SITUATION ACTION LOCATION REMARKS

1. Copy of birth 1. The copy of the
record from the birth record that
CRS Database have extra or
have extra or excess page(s) are
excess page(s) as not to be printed
follows: and issued to the
clients.
• Foot print of the
child 1.1 RSO to log the Help Desk Officer
• Photo of the problem to the CRS Unisys Managed
document owner Help Desk System Services Corp.,
• Marriage Contract (HDS) with the
of parents following
• A record stamp information:
with LCRs -Image ID No.
signature -Transaction
• Otherattachments Number
with -Complete details of
foreignlanguages the request
-Description of the
problem

1.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

1.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.3 RSO to tag the Production and

Maintenance Unit
request for re-
(PMU),
scanning in the RV Civil Register
Tracking System. Management
1.4 Document is for Division
pull-out from the

749
 Archive for re-
scanning and other
related processes.
1.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
1.6 RSO to print the
re-scanned imagein
CRS Security Paper
(SECPA).
2. RSO after 2. The mismatched
logging the details image should not be
based on the printed.
application form,
found another 2.1 RSO to log the Help Desk Officer
image of the birth problem to the CRS Unisys Managed
record from the Help Desk System Services Corp.
CRS Database (HDS) with the
even with the following
correct index information:
details -Image ID No.
(mismatched -Transaction
Image) Number
-Complete details of
the request
-Description of the
problem

2.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

2.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

2.3 RSO to tag the

request for re- Production and
Maintenance Unit
scanning in the RV
(PMU),
Tracking System.
Civil Register
2.4 Document is for Management
pull-out from the Division (CRMD)
Archive for re-

750
 scanning and other
related processes.
2.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
2.6 RSO to print the
re-scanned imagein
CRS Security Paper
(SECPA).
3. Image of the 3. The
birth record from inverted/defective
the CRS Database image should not be
is inverted or printed.
defective.
3.1 RSO to log the
problem to the CRS Help Desk Officer
Help Desk System Unisys Managed
(HDS) with the Services Corp.
following
information:
-Image ID No.
-Transaction
Number
-Complete details of
the request
-Description of the
problem

3.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

3.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
Production and
3.4 Document is for Maintenance Unit
pull-out from the (PMU),
Archive for re-

751
 scanning and other Civil Register
related processes. Management
Division (CRMD)
3.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
3.6 RSO to print the
re-scanned imagein
CRS Security Paper
(SECPA).
4. Image of the 4. The
birth record from corrupted/decrypted
the CRS Database image should not be
is corrupted or printed.
decrypted (error in
viewing the image). 4.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:
-Image ID No.
-Transaction
Number
-Complete details of
the request
-Description of the
problem

4.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

4.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
4.4 Document is for
Production and
pull-out from the Maintenance Unit
Archive for re- (PMU),

752
 scanning and other Civil Register
related processes. Management
Division (CRMD)
4.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
4.6 RSO to print the
re-scanned imagein
CRS Security Paper
(SECPA).
5. Image of the 5. Blurred copies of
birth document document/s from
from the CRS the CRS database,
Database is blurred if possible, should
(or with unreadable not be issued to
entries ) clients and must
undergo re-
scanning.
5.1 RSO to log the
Help Desk Officer
problem to the CRS
Unisys Managed
Help Desk System
Services Corp.
(HDS) with the
following
information:
-Image ID No.
-Transaction
Number
-Complete details of
the request
-Description of the
problem

5.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

5.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

5.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.

753
 5.4 Document is for Production and
pull-out from the Maintenance Unit
Archive for re- (PMU),
scanning and other Civil Register
related processes. Management
Division (CRMD)
5.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
5.6 RSO to print the
re-scanned image
in CRS Security
Paper (SECPA)
REMINDER:
▪ The client must
be given an option
to request for a
clearer copy of the
document from the
concerned LCRO.
6. Double or 6. Double or
multiple birth multiple registration
records are of a vital event is
available in the not allowed.
CRS Database.
6.1 RSO shall
assess the records
and issue the timely
registered
document.
6.2 RSO shall
accomplish the
multiple registration
form.
6.3 Log the
document details to
the CRS Help Desk
System for Bren
Linking.
6.4 HDO forwards
to concerned Back- Help Desk Officer
End Unit for Unisys Managed
appropriate action. Services Corp.

6.5 RSO to print the Production and

timely registered Maintenance Unit,
birth record in CRS Civil Register
Security Paper Management
(SECPA). Division (CRMD)
7. Birth image has 7. All birth images
incorrect index in with incorrect
the CRS Database indices must be
updated and

754
 submitted for
correction.
7.1 RSO to report
Production and
and to submit the
Maintenance Unit,
necessary index
Civil Register
correction through
Management
the use of Vital
Division (CRMD)
Event (F6) function
of the CICA
System.
Help Desk Officer
7.2 In the event that
Unisys Managed
the index correction
Services Corp.
has not yet been
approved, RSO to
log the request to
the CRS Help Desk
System for follow
up.
REMINDER:
▪ It is only after
the request for
index correction has
been approved that
the RSO can
command the
printing of the result
of verification.
8. Verification from 8. In the event that
the CRS Database the RSO, even after
resulted to thorough
Negative investigation from
Certification but the CRS Database,
with previously resulted to the
issued birth record. issuance of a
Negative
Certification but the
client claims and
has proof that
he/she was
previously issued a
copy, it could be
that the document
was not scanned
and enrolled in the
CRS Database.
8.1 PACD/Care
Care Officer,
Officer to require a Public Assistance
photocopy of and Complaints
previously issued Desk (PACD), PSA
document from the Civil Registry
client. System Outlet
8.2 PACD/Care
Officer to inform the
client that his/her

755
 request will undergo
manual verification.
8.3 Care Officer to
re-schedule the
date of release.
8.4 RSO to log the Production and
problem in the RV Maintenance Unit
Tracking System PMU), Civil Register
with the detailed ManagementDivision
description of the (CRMD)
problem and the
date when the client
was able to get the
copy of the
document and
request for manual
verification and re-
scanning of the birth
document if
available.
8.5 Outlet to wait for
the result of the
forwarded request
for manual
verification from
Production and
Maintenance Unit
(PMU).
8.6 RSO to print the
result of the manual
verification in CRS
Security Paper
(SECPA)
TOTAL PROCESSING TIME: SEVEN (7) WORKING DAYS

5. Copy Issuance of Death Certificate at PSA Civil Registry System

Outlet

Provision of copy of the death certificate of the deceased person available in the PSA
Civil Registry System (CRS) Database (converted documents).

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Printed or electronic copy of valid CRS Booked through the CRS
Appointment Slip (1 copy) bearing the name Appointment System
of the client that will transact in the PSA Civil https://appointment.psa.gov.ph
Registry System Outlet.

Properly filled-out Health Survey Form Entry points of the PSA Civil
(1 copy); or Registry System Outlets.

756
Updated QR Code of the COVID-19 Digital Google Play Store or Apple App
Contact Tracing App Store
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at
the PSA Civil Registry System
Outlet.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil
Death Certificate (Yellow Form) Registry System Outlet
accomplished in PRINTED LETTERS
(1 copy)
If the request for Copy Issuance of civil
registry document will be availed at the PSA
Civil Registry Outlet hosted by the Local
Government Unit:

Original Copy of the Official Receipt (OR) City Treasurer’s Office

from Local Government Unit (LGU) as proof
of payment of the LGU Add-on Fee as per
City Ordinance. (1 copy)
Additional Requirements by Type of
Requester
1. Principal (Spouse, Parent, Son /
Daughter)
Valid Identity Document (ID) complete with Government Agencies, Non-
CLEAR PHOTO, FULL NAME IN PRINT, Government Organizations, Private
SIGNATURE and issued by an official entities,
authority (1 original) Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
2. Special Case Clients
2.1 Nearest of kin of a deceased person
(other than the Spouse, Parent,
Son/Daughter)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original)
Valid Identity Document (ID) of the nearest Government Agencies, Non-
of kin requesting the document complete Government Organizations, Private
with CLEAR PHOTO, FULL NAME IN entities,
PRINT, SIGNATURE and issued by an Schools/Colleges/Universities
official authority (1 original and 1 photocopy) (i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
2.2 Guardian of the deceased person,
below 18 years old (minor)
Court decision assigning the requester as Clerk of the appropriate Court that
legal guardian (1 original and 1 photocopy) rendered the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the
following:

3) Barangay Certification that the deceased
was living with the requesting party as
his/her guardian at the time of death
(1 original)
4) School ID/Report Card of the minor that
indicates the name of the requester as
Guardian (1 original and 1 photocopy)
Valid Identity Document (ID) of the guardian
requesting the document complete with
757
Office of the Barangay where the
Guardian currently resides.
Educational institution recognized by
the Department of Education.
Government Agencies, Non-
Government Organizations, Private
CLEAR PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original and 1 photocopy)
3. Priority Clients
3.1 Senior Citizen requesting for the
death certificate of his/her spouse,
parent and son/daughter
Senior Citizen’s Identity Document (ID) Card Office of the Senior Citizens Affairs
or any valid ID indicating his/her age (OSCA) and/or local government
complete with CLEAR PHOTO, FULL NAME units (LGUs)
IN PRINT, SIGNATURE and issued by an
official authority (1 original); or
Philippine Identification (ID) Card (1 original)
3.2 Physically Challenged Client/PWD
requesting for the death certificate of
his/her spouse, parents and
son/daughter
PWD ID Card complete with CLEAR
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original); or
Philippine Identification (ID) Card (1 original)
3.3 Pregnant Woman requesting for the
death certificate of her own spouse,
parents and son/daughter
Valid Identity Document (ID) of the pregnant
woman complete with CLEAR PHOTO,
FULL NAME IN PRINT, SIGNATURE and
issued by an official authority (1 original)
3.4 Health and Emergency Frontline
Service Provider requesting for a copy of
document of spouse, parents and
son/daughter
Employment ID of the Health and
Emergency Frontline Service Provider
complete with CLEAR PHOTO, FULL NAME
IN PRINT, SIGNATURE and issued by an
official authority (1 original)
758
entities,
Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
Philippine Statistics Authority
National Council on Disability Affairs
(NCDA) Office of the Mayor, Office
of the Barangay, Department of
Social Welfare and Development or
other organization with
Memorandum of Agreement with the
Department of Health
Philippine Statistics Authority
Government Agencies, Non-
Government Organizations, Private
entities,
Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP,
GSIS, SSS, PhilPost, Pag-IBIG,
COMELEC, NBI, AFP, PNP)
Public or private health and
emergency service providing
institutions or organizations (i.e.
DOH, DOH Hospitals, Hospitals of
LGUs, and Provincial City, and Rural
Health Units, Private Hospitals and
Drug Abuse Treatment and
Rehabilitation Centers including
those managed by other government
agencies (e.g. police and military
hospitals/clinics, university medical
facilities), Philippine Red Cross,
World Health Organization, Health
Maintenance Organizations,
Philippine Health Insurance
Corporation, NDRRMC)
 PERSON
FEES TO PROCESSI
CLIENT STEPS AGENCY ACTIONS RESPON
BE PAID NG TIME
SIBLE
1. Present the 1. Check carefully None 1 minute Informatio
printed or electronic the following n Marshal/
copy of the CRS information on the Security
Appointment Slip presented CRS Guard
and one (1) valid ID. Appointment Slip:
Outlet
Superviso
1.1 If the request for a. Outlet Name; r
Copy Issuance of b. Name of client; PSA Civil
civil registry c. Scheduled date Registry
document will be and time; and System
availed at the PSA d. IDs presented. Outlet
Civil Registry Outlet
hosted by the Local or
Government Unit, Outlet
present the printed Manager/
or electronic copy of Chief,
CRSD
the CRS
Appointment Slip,
together with the
original OR from
Local Government
Unit (LGU) as proof
of payment of the
LGU Add-on Fee,
and one (1) valid ID
upon entry in the
PSA Civil Registry
System Outlet.
2. Pass through 2.1 Ensure that the None 1 minute Informatio
Health and Safety client scanned and n Marshal/
Protocol of the PSA passed the COVID- Security
Civil Registry 19 Digital Contact Guard
System Outlet. Tracing App, or
Outlet
submitted the Superviso
2.1 Allow the completely filled-up r
Updated QR Code of health survey form. PSA Civil
the COVID-19 Digital Registry
Contact Tracing App 2.2 Check the body System
be scanned, or fill-up temperature of client Outlet
and submit the using a thermal
Health Survey Form scanner. or
Outlet
2.2 Allow Manager/
temperature check. Chief,
CRSD
3. Get Queue Ticket 3. Ensure that QTN None 1 minute Informatio
Number (QTN) is ready for n
distribution Marshal/S
ecurity
Guard

Outlet
Superviso
r
PSA Civil
Registry
System
4. Get an Application 4. Ensure that the None 2 minutes Informatio
Form - Death necessary AF-Death n
Certificate (Yellow Certificate is made Marshall,

759
Form) from the AF available at the AF PSA Civil
dispenser and fill-out dispenser. Registry
the required System
information in Outlet
PRINTED
Team
LETTERS. Leader,
PSA Civil
Registry
System
Outlet

Outlet
Superviso
r
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief,
CRSD
5. Proceed to the 5.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil
requirements. Registry
5.1 Present the AF System
Outlet
and the required 5.2 Return the ID(s)
documents to the and/or SPA/Affidavit Team
screener for to the client as it will Leader,
completeness check. be presented to the PSA Civil
Collecting Officer Registry
prior to the payment System
of corresponding Outlet
fees.
Outlet
Superviso
r,
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief,
CRSD
6. Proceed to the 6.1 Check the AF Total Fee 10 minutes Collecting
payment window. and the Php Officer,
requirements. 155.00 per PSA Civil
6.1 Submit the AF copy Registry
and the required 6.2 Encode the System
Outlet
documents to the details of the Breakdow
Payment Window. requests. n: Team
Leader,
6.2 Pay the 6.3 Accept the Processing PSA Civil
corresponding fee corresponding Fee: Registry
for the request, payment and - Php System
either in cash or generate an Official 125.00 Outlet
through online Receipt (OR).
cashless payment. Outlet
Superviso
r,

760
Reminder: 6.4 Indicate therein Document PSA Civil
the date and ary Stamp Registry
▪ Check the estimated time of Tax System
details in the release. Outlet
issued Official - Php
or
Receipt (OR). 6.5 Attach altogether 30.00 Outlet
the CRS Manager/
▪ Make sure to Appointment Slip (if Chief,
count the printed), QTN and CRSD
change accomplished AF.
before leaving
the counter. 6.6 Give the OR to
the client and return
the presented
requirements as it
will be submitted to
the Releasing Officer
prior to the issuance
of the requested
document.

For Priority Clients:

6.7 Write a “Priority

Lane or PL” in the AF
of the Priority Client
and instruct to
remain for the
release of the
requested document
on Priority Lane
Releasing Windows

6.8 Forward the AF

to the Request
Service Officer
(RSO) for verification
from the Civil
Registry System
(CRS) Database.
7. Proceed to the 7.1 Verify from the None 2 hours Request
Releasing Area and CRS database the Service
wait while the request on the basis Reminder: Officer,
request is being of details that has PSA Civil
Registry
processed. been written by the Processing
System
requester in the AF- time maybe Outlet
Death Certificate. extended
depending
Conduct atleast five on the
(5) unique queries result of
from the CICA verification
System pursuant to from the
the issued PSA CICA
Office Memorandum System
No. 2021-139 dated
01 June 2021.

7.1.1 In case that the

requested copy of
the Death Certificate
is available in the
CRS Database, print

761
the PSA Copy of the
Death Certificate.

7.1.2 In case that the

requested copy of
the Death Certificate
is not available in the
CRS Database after
thorough verification,
issue a Negative
Certification of
Death.

7.2 Print the result of

the verification of the
request in CRS
Security Paper
(SECPA).

7.2.1 In case, the

image of the death
document from the
CRS database is
blurred, RSO to
attach a note to the
AF-Death Certificate
with a message
“Blurred Image” to
inform the Document
Controller and
Matcher/Sorter

7.3 Control the Barcode

printed document in Controller
SECPA using the ,
QMS Releasing PSA Civil
Manager application. Registry
System
7.4 Match and sort Outlet
the printed document
with the Sorter/M
corresponding AF. atcher,
PSA Civil
7.5 Forward the Registry
document ready for System
release to the Outlet
Releasing Area.
Team
Leader,
PSA Civil
Registry
System
Outlet

Outlet
Supervis
or,
PSA Civil
Registry
System
Outlet

762
 or
Outlet
Manager/
Chief,
CRSD
8. Wait for the name 8.1 Announce in None 20 minutes Releaser,
of the deceased batch the name of PSA Civil
person/client to be the deceased Registry
called. person/client and the System
type of document Outlet
being requested that Team
are ready for release. Leader,
PSA Civil
Registry
System
Outlet

Outlet
Superviso
r,
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief,
CRSD
9. Proceed to the 9.1 Check the OR as None 10 minutes Releaser,
Releasing Window to the scheduled PSA Civil
where the deceased date and time of Registry
person/client’s name release. System
was called. Outlet
9.2 Require the client Team
9.1 Present the to present/submit the Leader,
ORIGINAL OR and requirements and PSA Civil
other requirements. check for correctness Registry
and completeness System
before releasing the Outlet
request.
Outlet
Superviso
r,
PSA Civil
Registry
System
Outlet

or
Outlet
Manager/
Chief,
CRSD
10. Check the 10.1 Issue the result None 5 minutes Releaser,
document. of the verification: PSA Civil
Registry
10.1 Sign the 10.1.1 If the System
“Received by” document is Outlet
portion at the back of available in the CRS Team
the AF and indicate Database, issue the Leader,
the date of receipt. PSA Copy of the PSA Civil
Death Certificate. Registry

763
 System
10.1.2 If the Outlet
document is not
available in the CRS Outlet
Database, issue a Superviso
r,
Negative Certification PSA Civil
of Death. Registry
System
10.1.2.1 Advice the Outlet
client to request an
endorsement of or
his/her Death Outlet
Certificate from the Manager/
Local Civil Registry Chief,
Office (LCRO) where CRSD
the Death was
registered to PSA.

10.1.3 In case, the

image of the death
document from the
CRS Database is
blurred, explain to
the client the quality
of the printed
document.

Reminder:

▪ The client must

be given an
option to have a
clearer copy of
the death
document through
re-scanning of the
image.

10.1.3.1 If the client

agreed to have the
requested death
document be
subjected to re-
scanning, inform the
client on the re-
scheduled date of
release.

10.2 Require the

client to sign the
“Received by” portion
and indicate the date
of receipt at the back
of the AF.

10.3 Ensure to write

in PRINT the name
of the client, the type
of ID presented, ID
number, releasing
window number and

764
 date and time of
release.

10.4 Stamp the OR

as “RELEASED” and
indicate the date of
release.

10.5 Affix the initials

of the Releasing
Officer in the OR.

10.6 Release the

requested document
to the client.

10.7 Attached all the

requirements: QTN,
CRS Appointment
Slip (if printed), SPA/
Affidavit and
photocopies of valid
IDs to the AF.
TOTAL: PhP 3 hours
155.00

Special Cases/Situations:
In the event that after verification, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit the following
processes will take place:
1) Outlet’s RSO to log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No.
- Transaction Number
- Complete details of the request
- Description of the problem

2) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
3) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.

REMINDER:
Copy issuance of death documents that fall under special cases/situations require several
actions/steps that need to be undertaken outside of the Civil Registry System Outlet to
be able to deliver the requested document to the client. In this connection the Service
Classification is changed from SIMPLE to COMPLEX.

SITUATION ACTION LOCATION REMARKS

1. Copy of death 1. The copy of the
record from the death record that
CRS Database have extra or
excess page(s) are
not to be printed

765
have extra or and issued to the
excess page(s). clients.
1.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details
of the request
- Description of the
problem

1.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

1.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
1.4 Document is for Production and
pull-out from the Maintenance Unit
Archive for re- (PMU),
scanning and other Civil Register
related processes. Management
Division (CRMD)
1.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
1.6 RSO to print the
re-scanned image
in CRS Security
Paper (SECPA).
2. RSO after 2. The mismatched
logging the details image should not be
based on the printed.

766
application form,
found another 2.1 RSO to log the Help Desk Officer
image of the death problem to the CRS Unisys Managed
record from the Help Desk System Services Corp.
CRS Database (HDS) with the
even with the following
correct index information:
details
(mismatched - Image ID No.
Image) - Transaction
Number
- Complete details
of the request
- Description of the
problem

2.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

2.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

2.3 RSO to tag the Production and

request for re- Maintenance Unit
scanning in the RV (PMU),
Tracking System. Civil Register
2.4 Document is for Management
pull-out from the Division (CRMD)
Archive for re-
scanning and other
related processes.
2.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
2.6 RSO to print the
re-scanned image
in CRS Security
Paper (SECPA).
3. Image of the 3. The
death record from inverted/defective
the CRS Database image should not be
printed.

767
is inverted or
defective. 3.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details
of the request
- Description of the
problem

3.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

3.3 RSO to tag the Production and

request for re- Maintenance Unit
scanning in the RV (PMU),
Tracking System. Civil Register
3.4 Document is for Management
pull-out from the Division (CRMD)
Archive for re-
scanning and other
related processes.
3.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
3.6 RSO to print the
re-scanned image
in CRS Security
Paper (SECPA).
4. Image of the 4. The
death record from corrupted/decrypted
the CRS Database image should not be
is corrupted or printed.

768
decrypted (error in
viewing the image). 4.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details
of the request
- - Description of the
problem

4.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

4.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
4.4 Document is for
Production and
pull-out from the
Maintenance Unit
Archive for re- (PMU),
scanning and other Civil Register
related processes. Management
4.5 Outlet to wait for Division (CRMD)
the re-scanned
image to be
uploaded to the
CRS Database.
4.6 RSO to print the
re-scanned image
in CRS Security
Paper (SECPA).
5. Image of the 5. Blurred copies of
death document document/s from .
from the CRS the CRS database,
Database is blurred if possible, should

769
(or with unreadable not be issued to
entries ) clients and must
undergo re-
scanning.
5.1 RSO to log the
problem to the CRS Help Desk Officer
Help Desk System Unisys Managed
(HDS) with the Services Corp.
following
information:

- Image ID No.
- Transaction
Number
- Complete details
of the request
- Description of the
problem

5.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

5.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

5.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
5.4 Document is for Production and
pull-out from the Maintenance Unit
Archive for re- (PMU),
scanning and other Civil Register
related processes. Management
Division (CRMD)
5.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
5.6 RSO to print the
re-scanned image
in CRS Security
Paper (SECPA)

770
 REMINDER:
▪ The client must
be given an option
to request for a
clearer copy of the
document from the
concerned LCRO.
6. Image of the 6. All death images
death document with incorrect
has incorrect index indices must be
in the CRS updated and
Database. submitted for
correction.
6.1 RSO to report Production and
and to submit the Maintenance Unit
necessary index (PMU), Civil
Register
correction through
Management
the use of Vital Division (CRMD)
Event (F6) function
of the CICA
System. Help Desk Officer
6.2 In the event that Unisys Managed
the index correction Services Corp.
has not yet been
approved, RSO to
log the request to
the CRS Help Desk
System for follow
up.
REMINDER:
▪ It is only after
the request for
index correction has
been approved that
the RSO can
command the
printing of the result
of verification.
7. Verification from 7. In the event that
the CRS Database the RSO, even after
resulted to thorough verification
Negative from the CRS
Certification but Database resulted
with previously to the issuance of a
issued death Negative
record. Certification but the
client claims and
has proof that
he/she was
previously issued a
copy, it could be
that the document
was not scanned

771
 and enrolled in the
CRS Database. Care Officer,
Public Assistance and
7.1 Care Officer to Complaints Desk
(PACD), PSA Civil
require a photocopy
Registry System
of previously issued Outlet
document from the
client.
7.2 Care Officer to
inform the client that
his/her request will
undergo manual
verification.
7.3 Care Officer to
re-schedule the Production and
date of release. Maintenance Unit
PMU), Civil Register
7.4 RSO to log the Management Division
problem in the RV (CRMD)
Tracking System
with the detailed
description of the
problem and the
date when the client
was able to get the
copy of the
document and
request for manual
verification and re-
scanning of the
death document if
available.
7.5 Outlet to wait for
the result of the
forwarded request
for manual
verification from
Production and
Maintenance Unit
(PMU).
7.6 RSO to print the
result of the manual
verification in CRS
Security Paper
(SECPA).
TOTAL PROCESSING TIME: SEVEN (7) WORKING DAYS

772
6. Copy Issuance of Marriage Certificate at PSA Civil Registry System
Outlet

Provision of copy of the Contract of Marriage between two individuals available in the
PSA Civil Registry Database (converted documents).

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Printed or electronic copy of valid CRS Booked through the CRS Appointment
Appointment Slip (1 copy) bearing the System https://appointment.psa.gov.ph
name of the client that will transact in the
PSA Civil Registry System Outlet.

Reminder:

▪ If the client is an authorized

representative, the CRS Appointment
Slip should be in his/her name.
Properly filled-out Health Survey Form Entry points of the PSA Civil Registry System
(1 copy); or Outlets.

Updated QR Code of the COVID-19 Digital Google Play Store or Apple App Store
Contact Tracing App
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry System Outlet.
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
– Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
If the request for Copy Issuance of civil
registry document will be availed at the PSA
Civil Registry Outlet hosted by the Local
Government Unit:

Original Copy of the Official Receipt (OR) City Treasurer’s Office

from Local Government Unit (LGU) as proof
of payment of the LGU Add-on Fee as per
City Ordinance. (1 copy)
Additional Requirements by Type of
Requester
1. Principal (Spouses/Husband and
Wife)
Valid Identity Document (ID) of any of the Government Agencies, Non-Government
contracting parties complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
2. Direct Descendant (Son/Daughter)
Valid Identity Document (ID) of the direct Government Agencies, Non-Government
descendant of the contracting parties Organizations, Private entities,
complete with CLEAR PHOTO, FULL Schools/Colleges/Universities.
NAME IN PRINT, SIGNATURE and issued (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
by an official authority (1 original) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)

773
3. Nearest of kin, if both contracting
parties are deceased (Biological or
Legal Parent/Brother/Sister/
Grandparent)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original)
Valid Identity Document (ID) of the nearest Government Agencies, Non-Government
of kin requesting the document complete Organizations, Private entities,
with CLEAR PHOTO, FULL NAME IN Schools/Colleges/Universities.
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
official authority (1 original and photocopy) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
4. Authorized Representative
Valid Identity Document (ID) of any of the Any of the contracting parties (husband or
contracting parties (husband or wife) wife) authorizing the representative.
authorizing the representative complete
with CLEAR PHOTO, FULL NAME IN Valid ID of any of the contracting parties
PRINT, SIGNATURE and issued by an should be issued by Government Agencies,
official authority (1 original and Non-Government Organizations, Private
1 photocopy) entities, Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Reminder: Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
▪ For Authorization letter/Special Power
of Attorney (SPA) received from abroad,
document owner should provide a
scanned/photocopy of the passport as
valid ID.
Valid Identity Document (ID) of the Government Agencies, Non-Government
authorized representative complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and 1 photocopy Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Authorization letter or duly notarized Any of the contracting parties (husband or
Special Power of Attorney (1 original) wife) authorizing the representative
complying with the following requirements:

1) written in a clean sheet of paper and

dated;
2) indicates the type of document, the
number of copies and the specific
details of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bears the fresh signature of any of the
contracting parties (husband or wife)
that matches his/her valid ID.
5. Priority Clients
5.1 Senior Citizen requesting for his/her
own marriage document and his/her
parents
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age with CLEAR PHOTO, and/or local government units (LGUs)
FULL NAME IN PRINT, SIGNATURE and
issued by an official authority (1 original); or

Philippine Identification (ID) Card

(1 original) Philippine Statistics Authority

774
5.2 Physically Challenged Client/PWD
requesting for his/her marriage
document and his/her parents
PWD ID Card complete with CLEAR National Council on Disability Affairs (NCDA)
PHOTO, FULL NAME IN PRINT, Office of the Mayor, Office of the Barangay,
SIGNATURE and issued by an official Department of Social Welfare and
authority (1 original); or Development or other organization with
Memorandum of Agreement with the
Department of Health

Philippine Identification (ID) Card (1 Philippine Statistics Authority

original)
5.3 Pregnant Woman requesting for her
own marriage document and her parents
Valid Identity Document (ID) of the
pregnant woman complete with CLEAR
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original)
5.4 Health and Emergency Frontline
Service Provider requesting for the copy
issuance of his/her own marriage
document and his/her parents
Employment ID of the Health and
Emergency Frontline Service Provider
complete with CLEAR PHOTO, FULL
NAME IN PRINT, SIGNATURE and issued
by an official authority (1 original)
6. First Time Jobseeker (RA 11261)
Government Agencies, Non-Government
Organizations, Private entities,
Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Public or private health and emergency
service providing institutions or organizations
(i.e. DOH, DOH Hospitals, Hospitals of LGUs,
and Provincial City, and Rural Health Units,
Private Hospitals and Drug Abuse Treatment
and Rehabilitation Centers including those
managed by other government agencies (e.g.
police and military hospitals/clinics, university
medical facilities), Philippine Red Cross,
World Health Organization, Health
Maintenance Organizations, Philippine Health
Insurance Corporation, NDRRMC)

Reminder:

▪ Request for a copy issuance of marriage

certificate cannot be delegated to a
representative and can only be availed
once
Duly signed Barangay Certification from Punong barangay or his/her authorized
his/her place of residence (1 original) officer.
Oath of Undertaking executed by the First Office of the Barangay where the First Time
Time Jobseeker (1 original and 1 Jobseeker currently resides
photocopy)
Valid Identity Document (ID) of the First Government Agencies, Educational
Time Jobseeker complete with CLEAR Institutions
PHOTO, FULL NAME IN PRINT, (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
SIGNATURE and issued by an official PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
authority (1 original and 1 photocopy) PNP)
AGENCY FEES TO PROCESS PERSON
CLIENT STEPS
ACTIONS BE PAID ING TIME RESPONSIBLE
1. Present the printed 1.1 Check carefully None 1 minute Information
or electronic copy of the following Marshal/ Security
the CRS information on the Guard
Appointment Slip presented CRS
and one (1) valid ID. Appointment Slip: Outlet Supervisor

775
Reminder: a. Outlet Name; PSA Civil
b. Name of client; Registry System
For Authorized c. Scheduled date Outlet
Representative (AR) and time; and
d. IDs presented. or
Outlet Manager/
▪ Valid Identity Chief, CRSD
Document (ID) of
the document
owner complete
with CLEAR
PHOTO, FULL
NAME IN PRINT,
SIGNATURE and
issued by an
official authority
(1 original and 1
photocopy) and
the AR’s valid ID.

▪ CRS
Appointment Slip
bearing the name
of the AR.

1.1 If the request for

Copy Issuance of
civil registry
document will be
availed at the PSA
Civil Registry Outlet
hosted by the Local
Government Unit,
present the printed or
electronic copy of the
CRS Appointment
Slip, together with
the original OR from
Local Government
Unit (LGU) as proof
of payment of the
LGU Add-on Fee,
and one (1) valid ID
upon entry in the
PSA Civil Registry
System Outlet.
2. Pass through 2.1 Ensure that the None 1 minute Information
Health and Safety client scanned and Marshal/ Security
Protocol of the PSA passed the COVID- Guard
Civil Registry System 19 Digital Contact
Outlet. Tracing App, or Outlet Supervisor
PSA Civil
submitted the Registry System
2.1 Allow the completely filled-up Outlet
Updated QR Code of health survey form.
the COVID-19 Digital or
Contact Tracing App 2.2 Check the body Outlet Manager/
be scanned, or fill-up temperature of Chief, CRSD
and submit the client using a
Health Survey Form thermal scanner.

2.2 Allow
temperature check.

776
3. Get Queue Ticket 3.1 Ensure that None 1 minute Information
number (QTN) QTN is ready for Marshal/Security
distribution. Guard

Outlet Supervisor
PSA Civil
Registry System
4. Get an Application 4.1 Ensure that the None 2 minutes Information
Form form-Marriage necessary AF- Marshall,
Certificate (Pink Marriage Certificate PSA Civil
Form) from the AF is made available at Registry System
dispenser and fill-out the AF dispenser. Outlet
the required Team Leader,
information in PSA Civil
PRINTED Registry System
LETTERS. Outlet

Outlet Supervisor
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief,
CRSD
5. Proceed to the 5.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil
requirements. Registry System
5.1 Present the AF Outlet
and the required 5.2 Return the ID(s)
documents to the and/or authorization
screener for letter/SPA/Affidavit
completeness check. to the requester as
it will be presented
to the Collecting
Officer prior to the
payment of
corresponding fees.

For first time

▪ First Time Job Jobseeker:
Seeker, proceed to
the Public 5.3 Stamp the
Assistance and submitted Care Officer,
Complaints Desk requirements as Public Assistance
(PACD) officially “Received and Complaints
by” PSA. Endorse Desk (PACD),
the First Time PSA Civil
Jobseeker to the Registry System
Office of the Outlet Outlet
Supervisor
Coordinator,
Office of the
5.4 Accept the Outlet Supervisor,
requirements and PSA Civil
indicate therein the Registry System
date of receipt and Outlet
collect them. Attach
requirements to the Team Leader,
AF and label it as PSA Civil
“Pro-Bono.” Registry System
Outlet

Outlet Supervisor,

777
 5.5 Record the PSA Civil
request in the Registry System
logbook for control Outlet
and reporting
purposes. or
Outlet Manager/
Chief, CRSD
6. Proceed to the 6.1 Check the AF Total Fee 10 minutes Collecting Officer,
payment window. and the Php 155.00 PSA Civil
requirements. per copy Registry System
6.1 Submit the AF Outlet
and the required 6.2 Encode the Breakdown:
Team Leader,
documents to the details of the PSA Civil
Payment Window. requests. Processing Registry System
Fee: Outlet
6.2 Pay the 6.3 Accept the - Php 125.00
corresponding fee for corresponding
the request, either in payment and Documentar
cash or through generate an Official y Stamp Tax
online cashless Receipt (OR). - Php 30.00
payment.
6.4 Indicate therein
Reminder: the date and
estimated time of
▪ Check the details release.
in the issued
Official Receipt 6.5 Attach
(OR). altogether the CRS
Appointment Slip (if
▪ Make sure to printed), QTN and
count the change accomplished AF.
before leaving
the counter. 6.6 Give the OR to
the client and return
the presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
requested.

For first time Coordinator,

Jobseeker: Pursuant to Office of the
Outlet Supervisor,
RA 11261,
PSA Civil
▪ Remind him/her the issuance Registry System
that he/she can of (1) one Outlet
avail of the free copy of
copy issuance marriage
of his/her certificate of Outlet Supervisor,
marriage a first time PSA Civil
certificate from Jobseeker is Registry System
the PSA only to be issued Outlet
once. for FREE
or
▪ Issue a claim
Outlet Manager/
stub to First Chief, CRSD
Time Jobseeker
and indicate
therein the date
and estimated
time of release.

778
 6.7 Inform him/her
to wait for his/her
name to be called at
the Releasing Area.

For Priority
Clients:

6.8 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct
to remain for the
release of the
requested
document on
Priority Lane
Releasing Windows

6.9 Forward the AF

to the Request
Service Officer
(RSO) for
verification from the
Civil Registry
System (CRS)
Database.
7. Proceed to the 7.1 Verify from the None 2 hours Request Service
Releasing Area and CRS database the Officer,
wait while the request on the basis Reminder: PSA Civil
request is being of details that has Registry System
Outlet
processed. been written by the ▪ Process
client in the AF- ing time
Marriage maybe
Certificate. extended
depending
Conduct atleast five on the
(5) unique queries result of
from the CICA verification
System pursuant to from the
the issued PSA CICA
Office System
Memorandum No.
2021-139 dated
01 June 2021.

7.1.1 In case that

the requested copy
of the Marriage
Certificate is is
available in the
CRS Database,
issue the PSA Copy
of the Marriage
Certificate.

7.1.2 In case that

the requested copy
of the Marriage
Certificate is not
available in the
CRS Database after

779
 thorough
verification, issue a
Negative
Certification of
Marriage.

7.2 Print the result

of the verification of
the request in CRS
Security Paper
(SECPA).

7.2.1 In case, the

image of the
marriage document
from the CRS
database is blurred,
RSO to attach a
note to the AF-
Marriage Certificate
with a message
“Blurred Image” to
inform the
Document
Controller and
Matcher/Sorter.

7.3 Control the Barcode

printed document in Controller,
SECPA using the PSA Civil
QMS Releasing Registry System
Manager Outlet
application.
Sorter/Matcher,
7.4 Match and sort PSA Civil
the printed Registry System
document with the Outlet
corresponding AF-
Team Leader,
Marriage PSA Civil
Certificate. Registry System
Outlet
7.5 Forward the
document ready for Outlet Supervisor,
release to the PSA Civil
Releasing Area. Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
8. Wait for the name 8. Announce in None 20 minutes Releaser,
of the document batch the names of PSA Civil
owner/client to be document Registry System
called. owner/client and the Outlet
type of requests
Team Leader,
that are ready for PSA Civil
release. Registry System
Outlet

Outlet Supervisor,
PSA Civil
Registry System
Outlet

780
 or
Outlet Manager/
Chief, CRSD
9. Proceed to the 9.1 Check the OR None 10 minutes Releaser,
Releasing Window as to the scheduled PSA Civil
where the document date and time of Registry System
owner/client’s name release. Outlet
was called.
Team Leader,
9.2 Require the PSA Civil
9.1 Present the client to present/ Registry System
ORIGINAL OR and submit the Outlet
other requirements. requirements and
check for Outlet Supervisor,
correctness and PSA Civil
completeness Registry System
before releasing the Outlet
request.
or
▪ First Time For first time Outlet Manager/
Chief, CRSD
Jobseeker to Jobseeker:
present claim
stub 9.3 Reflect the
result of verification
on the logbook/
excel file.

9.4 Ensure that the

ID and claim stub is
submitted by the
first time Jobseeker.
10. Check the 10.1 Issue the result None 5 minutes Releaser,
document. of the verification: PSA Civil
Registry System
10.1 Sign the 10.1.1 If the Outlet
“Received by” document is
Team Leader,
portion at the back of available in the PSA Civil
the AF and indicate CRS Database, Registry System
the date of receipt. issue the PSA Copy Outlet
of the Marriage
Certificate. Outlet Supervisor,
PSA Civil
10.1.2 If the Registry System
document is not Outlet
available in the
CRS Database, or
Outlet Manager/
issue a Negative
Chief CRSD
Certification of
Marriage.

10.1.2.1 Advice the

client to request an
endorsement of
his/her Marriage
Certificate from the
Local Civil Registry
Office (LCRO)
where the Marriage
was registered to
PSA.

781
10.1.3 In case the
image of the
marriage document
from the CRS
Database is blurred,
Releaser/ Care
Officer to explain to
the client the quality
of the printed
document.

Reminder:

▪ The client must

be given an
option to have a
clearer copy of
the marriage
document
through re-
scanning of the
image.

10.1.3.1 If the client

agreed to have the
requested marriage
document be
subjected to re-
scanning, Care
Officer to inform the
client on the re-
scheduled date of
release.

10.2 Require the

client to sign the
“Received by”
portion and indicate
the date of receipt
at the back of the
AF.

10.3 Ensure to write

in PRINT the name
of the client, the
type of ID
presented, ID
number, releasing
window number and
date and time of
release.

10.4 Stamp the OR

as “RELEASED”
and indicate the
date of release.

10.5 Affix the initials

of the Releaser in
the OR.

782
 10.6 Release the
requested
document to the
client.

10.7 Attached all

the requirements:
QTN, CRS
Appointment Slip (if
printed),
Authorization
Letter/SPA/
Affidavit and
photocopies of valid
IDs to the AF.

▪ First Time For first time

Jobseeker sign in Jobseeker:
the control
logbook 10.8 Require the
First Time
Jobseeker to sign in
the control logbook.
TOTAL PROCESSING TIME: THREE (3) HOURS EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:
In the event that after verfication, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit the following
processes will take place:
25) Outlet’s RSO to log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No.
- Transaction Number
- Complete details of the request
- Description of the problem

26) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
27) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.
28) TL to inform the client on the situation and on the re-scheduled date of release.

REMINDER:
Copy issuance of marriage documents that fall under special cases/situations require
several actions/steps that need to be undertaken outside of the Civil Registry System
Outlet to be able to deliver the requested document to the client. In this connection the
Service Classification is changed from SIMPLE to COMPLEX.

SITUATION ACTION LOCATION REMARKS

1. Copy of marriage 1. The copy of the
record from the marriage record that
CRS Database have extra or excess
have extra or page(s) are not to
excess page(s).

783
 be printed and
issued to the clients.
1.1 RSO to log the
problem to the CRS
Help Desk System
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for Help Desk Officer

the notification from Unisys Managed
the HDO if the Services Corp.
image is okay and
ready for printing.

1.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.3 RSO to tag the

request for re- Production and
Maintenance Unit
scanning in the RV
(PMU),
Tracking System.
Civil Register
1.4 Document is for Management
pull-out from the Division (CRMD)
Archive for re-
scanning and other
related processes.
1.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
1.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
2. RSO after 2. The mismatched
logging the details image should not be
based on the printed.
application form,

784
found another 2.1 RSO to log the Help Desk Officer
image of the problem to the CRS Unisys Managed
marriage record Help Desk System Services Corp.
from the CRS (HDS) with the
Database even with following
the correct index information:
details
(mismatched - Image ID No.
Image) - Transaction
Number
- Complete details of
the request
- Description of the
problem

2.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

2.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

2.3 RSO to tag the Production and

request for re- Maintenance Unit
scanning in the RV (PMU),
Tracking System. Civil Register
Management
2.4 Document is for Division (CRMD)
pull-out from the
Archive for re-
scanning and other
related processes.
2.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
2.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
3. Image of the 3. The
marriage record inverted/defective
from the CRS image should not be
Database is printed.

Help Desk Officer

785
inverted or 3.1 RSO to log the Unisys Managed
defective. problem to the CRS Services Corp.
Help Desk System
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

3.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.
Production and
3.3 RSO to tag the Maintenance Unit
request for re- (PMU),
scanning in the RV Civil Register
Tracking System. Management
Division (CRMD)
3.4 Document is for
pull-out from the
Archive for re-
scanning and other
related processes.
3.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
3.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
4. Image of the 4. The
marriage record corrupted/decrypted
from the CRS image should not be
Database is printed.
corrupted or
4.1 RSO to log the
problem to the CRS

786
decrypted (error in Help Desk System
viewing the image). (HDS) with the
following
information:

-Image ID No.
-Transaction
Number
-Complete details of
the request
-Description of the
problem

4.1.2 RSO to wait for

the notification from Help Desk Officer
the HDO if the Unisys Managed
image is okay and Services Corp.
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

4.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
4.4 Document is for Production and
pull-out from the Maintenance Unit
Archive for re- (PMU),
scanning and other Civil Register
related processes. Management
Division (CRMD)
4.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
4.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
5. Image of the 5. Blurred copies of
marriage document document/s from the
from the CRS CRS database, if
Database is blurred possible, should not
(or with unreadable be issued to clients
entries) and must undergo
re-scanning.

787
5.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

5.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

5.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

5.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
5.4 Document is for Production and
pull-out from the Maintenance Unit
Archive for re- (PMU),
scanning and other Civil Register
related processes. Management
Division (CRMD)
5.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
5.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA)
REMINDER:
▪ The client must
be given an option
to request for a
clearer copy of the

788
 document from the
concerned LCRO.
6. Image of the 6. All marriage
marriage document images with
has incorrect index incorrect indices
in the CRS must be updated
Database. and submitted for
correction.
6.1 RSO to report Production and
and to submit the Maintenance Unit
(PMU), Civil
necessary index
Register
correction through
Management
the use of Vital
Division (CRMD)
Event (F6) function
of the CICA System.
6.2 In the event that Help Desk Officer
the index correction Unisys Managed
has not yet been Services Corp.
approved, RSO to
log the request to
the CRS Help Desk
System for follow
up.
REMINDER:
▪ It is only after
the request for
index correction
has been approved
that the RSO can
command the
printing of the result
of verification.
7. Verification from 7. In the event that
the CRS Database the RSO, even after
resulted to Negative thorough verification
Certification but from the CRS
with previously Database resulted
issued marriage to the issuance of a
record. Negative
Certification but the
client claims and
has proof that
he/she was
previously issued a
copy, it could be that
the document was
not scanned and
enrolled in the CRS
Database.
Care Officer,
7.1 Care Officer to
Public Assistance
require a photocopy
and Complaints
of previously issued Desk (PACD), PSA
document from the Civil Registry
client. System Outlet
7.2 Care Officer to
inform the client that

789
 his/her request will
undergo manual
verification.
7.3 Care Officer to
re-schedule the date
of release.
7.4 RSO to log the
problem in the RV Production and
Tracking System Maintenance Unit
PMU), Civil
with the detailed
Register
description of the
Management
problem and the Division (CRMD)
date when the client
was able to get the
copy of the
document and
request for manual
verification and re-
scanning of the
marriage document
if available.
7.5 Outlet to wait for
the result of the
forwarded request
for manual
verification from
Production and
Maintenance Unit
(PMU).
7.6 RSO to print the
result of the manual
verification in CRS
Security Paper
(SECPA).
TOTAL PROCESSING TIME: SEVEN (7) WORKING DAYS

7. Issuance of Certificate of No Marriage Record/Advisory on Marriages

at PSA Civil Registry System Outlet
Provision of certification to an individual as to whether a record(s) of marriage(s) (Advisory
on Marriages) is/are enrolled and is/are available in the Civil Registry System (CRS)
database or there is none (CENOMAR).

Office or Division: Civil Registration Services Division (CRSD)

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Printed or electronic copy of valid CRS Booked through the CRS Appointment
Appointment Slip (1 copy) bearing the name System https://appointment.psa.gov.ph

790
of the client that will transact in the PSA Civil
Registry System Outlet.

Reminder:

▪ If the client is an authorized

representative, the CRS Appointment
Slip should be in his/her name.
Properly filled-out Health Survey Form Entry points of the PSA Civil Registry System
(1 copy); or Outlets.

Updated QR Code of the COVID-19 Digital Google Play Store or Apple App Store
Contact Tracing App
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry System Outlet.
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
If the request for Copy Issuance of civil
registry document will be availed at the PSA
Civil Registry Outlet hosted by the Local
Government Unit:

Original Copy of the Official Receipt (OR) City Treasurer’s Office

from Local Government Unit (LGU) as proof
of payment of the LGU Add-on Fee as per
City Ordinance. (1 copy)
Additional Requirements by Type of
Requester
1. Principal (Document Owner)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, PhilPost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
2. Authorized Representative
Valid Identity Document (ID) of the Document owner
document owner complete with CLEAR (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
PHOTO, FULL NAME IN PRINT, SSS, PhilPost, Pag-IBIG, COMELEC, NBI,
SIGNATURE and issued by an official AFP, PNP)
authority (1 original and 1 photocopy)

Reminder:

▪ For authorization letter and Special

Power of Attorney (SPA) received from
abroad, document owner should provide
a scanned/photocopy of passport as
valid ID.
Valid Identity Document (ID) of the Government Agencies, Non-Government
authorized representative complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities.
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, PhilPost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with
the following requirements:

791
1) written in a clean sheet of paper and
dated;
2) indicate the type of document, the
number of copies and the specific details
of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the
document owner that matches his/her ID.
3. In case of death of the document
owner, any of his/her immediate family
member: Spouse (Husband/Wife), Direct
Descendant (Son/Daughter), and
Biological or Legal Parent
(Father/Mother)
Valid Identity Document (ID) of the Government Agencies, Non-Government
requesting immediate family member of the Organizations, Private entities,
document owner complete with CLEAR Schools/Colleges/Universities
PHOTO, FULL NAME IN PRINT, (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SIGNATURE and issued by an official SSS, Philpost, Pag-IBIG, COMELEC, NBI,
authority (1 original and 1 photocopy) AFP, PNP)
4. Special Cases Clients
4.1 Guardian of document owner who is
a minor or below 18 years of age.
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the
following:

3) Barangay Certification that the minor is in Office of the Barangay where the Guardian
the custody of the requesting party/ currently resides
guardian (1 original)

4) School ID/Report Card of the minor that
indicates the name of the requester as
Guardian (1 original and 1 photocopy)
Valid Identity Document of the Guardian
complete with CLEAR PHOTO, FULL NAME
IN PRINT, SIGNATURE and issued by an
official authority (1 original and
1 photocopy)
4.2 Nearest of kin of a deceased person
other than his/her immediate family
member (Brothers/Sisters/Grandparent)
Duly notarized Affidavit of Kinship
(1 original) stating that the requester is the
nearest surviving relative of the deceased.
Death Certificate of the document owner
(1 photocopy)
Valid Identity Document (ID) of the nearest
of kin requesting the document complete
with CLEAR PHOTO, FULL NAME IN
PRINT, SIGNATURE and issued by an
official authority (1 original and
1 photocopy)
5. Priority Clients
Educational institution recognized by the
Department of Education.
Government Agencies, Non-Government
Organizations, Private entities,
Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, PhilPost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
Lawyer/Notary Public
PSA/Local Civil Registry Office
Government Agencies, Non-Government
Organizations, Private entities,
Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, PhilPost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)

792
5.1 Senior Citizen requesting for his/her
own document, and his/her spouse
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age with CLEAR PHOTO, and/or local government units (LGUs)
FULL NAME IN PRINT, SIGNATURE and
issued by an official authority (1 original); or

Philippine Identification (ID) Card

(1 original)
5.2 Physically Challenged Client/PWD
requesting for his/her own document and
his/her spouse.
PWD ID Card complete with CLEAR
PHOTO, FULL NAME IN PRINT,
SIGNATURE and issued by an official
authority (1 original); or
Philippine Statistics Authority
National Council on Disability Affairs (NCDA)
Office of the Mayor, Office of the Barangay,
Department of Social Welfare and
Development or other organization with
Memorandum of Agreement with the
Department of Health

Philippine Identification (ID) Card Philippine Statistics Authority

(1 original)
5.3 Pregnant Woman requesting for her
own document, and her spouse.
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, Organizations, Private entities,
FULL NAME IN PRINT, SIGNATURE and Schools/Colleges/Universities
issued by an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
5.4. Health and Emergency Frontline
Service Provider requesting for his/her
own document and his/her spouse
Employment ID of the Health and Public or private health and emergency
Emergency Frontline Service Provider service providing institutions or organizations
complete with CLEAR PHOTO, FULL NAME (i.e. DOH, DOH Hospitals, Hospitals of
IN PRINT, SIGNATURE and issued by an LGUs, and Provincial City, and Rural Health
official authority (1 original) Units, Private Hospitals and Drug Abuse
Treatment and Rehabilitation Centers
including those managed by other
government agencies (e.g. police and
military hospitals/clinics, university medical
facilities), Philippine Red Cross, World
Health Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Present the printed 1.1 Check carefully None 1 minute Information
or electronic copy of the following Marshal/ Security
the CRS information on the Guard
Appointment Slip presented CRS
Outlet Supervisor
and one (1) valid ID. Appointment Slip:
PSA Civil
Registry System
Reminder: a. Outlet Name; Outlet
b. Name of client;
For Authorized c. Scheduled date or
Representative (AR) and time; and Outlet Manager/
d. IDs presented. Chief, CRSD
▪ Valid Identity
Document (ID) of
the document
owner complete

793
 with CLEAR
PHOTO, FULL
NAME IN PRINT,
SIGNATURE and
issued by an
official authority
(1 original and 1
photocopy) and
the AR’s valid ID.

▪ CRS
Appointment Slip
bearing the name
of the AR.

1.1 If the request for

CENOMAR/Advisory
on Marriages will be
availed at the PSA
Civil Registry Outlet
hosted by the Local
Government Unit,
present the printed or
electronic copy of the
CRS Appointment
Slip, together with
the original OR from
Local Government
Unit (LGU) as proof
of payment of the
LGU Add-on Fee,
and one (1) valid ID
upon entry in the
PSA Civil Registry
System Outlet.
2. Pass through 2.1 Ensure that the None 1 minute Information
Health and Safety client scanned and Marshal/ Security
Protocol of the PSA passed the COVID- Guard
Civil Registry System 19 Digital Contact
Outlet. Tracing App, or Outlet Supervisor
PSA Civil
submitted the Registry System
2.1 Allow the completely filled-up Outlet
Updated QR Code of health survey form.
the COVID-19 Digital or
Contact Tracing App 2.2 Check the body Outlet Manager/
be scanned, or fill-up temperature of client Chief, CRSD
and submit the using a thermal
Health Survey Form scanner.

2.2 Allow
temperature check.
3. Get Queue Ticket 3.1 Ensure that QTN None 1 minute Information
number (QTN) is ready for Marshal/Security
distribution. Guard

Outlet Supervisor
PSA Civil
Registry System
4. Get an Application 4.1 Ensure that the None 2 minutes Information
Form- Certificate of necessary AF- Marshal,
No Record of CENOMAR is made PSA Civil
Marriage (Green Registry System
Outlet

794
Form) from the AF available at the AF
dispenser and fill-out dispenser. Team Leader,
the required PSA Civil
information in Registry System
PRINTED Outlet
LETTERS. Outlet Supervisor
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
5. Proceed to the 5.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil
requirements. Registry System
5.1 Present the AF Outlet
and the required 5.3 Return the ID(s)
Team Leader,
documents to the and/or authorization PSA Civil
screener for letter/SPA/Affidavit Registry System
completeness check. to the requester as it Outlet
will be presented
and submitted to the Outlet Supervisor,
Releasing Officer PSA Civil
prior to the issuance Registry System
of the requested Outlet
document.
Or

Outlet Manager/
Chief, CRSD
6. Proceed to the 6.1 Check the AF Total Fee 10 minutes Collecting Officer,
payment window. and the Php 210.00 PSA Civil
requirements. per copy Registry System
6.1 Submit the AF Outlet
and the required 6.2 Encode the Breakdown:
Team Leader,
documents to the details of the PSA Civil
Payment Window. requests. Processing Registry System
Fee: Outlet
6.2 Pay the 6.3 Accept the - Php
corresponding fee for corresponding 180.00 Outlet Supervisor,
the request, either in payment and PSA Civil
cash or through generate an Official Documentar Registry System
online cashless Receipt (OR). y Stamp Tax Outlet
payment. - Php 30.00
6.4 Indicate therein or
Reminder: the date and Outlet Manager/
Chief, CRSD
estimated time of
▪ Check the details release.
in the issued
Official Receipt 6.5 Attach altogether
(OR). the CRS
Appointment Slip (if
▪ Make sure to printed), QTN and
count the change accomplished AF.
before leaving
the counter. 6.6 Give the OR to
the requester and
return the presented
requirements as it
will be submitted to
the Releasing
Officer prior to the

795
 issuance of the
requested document

For Priority
Clients:

6.7 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct
the client that the
release of the
requested document
will be on Priority
Lane Releasing
Windows.

6.8 Forward the AF

to the Request
Service Officer
(RSO) for
verification from the
Civil Registry
System (CRS)
Database.
7. Proceed to the 7.1 Verify from the None 1 working Request Service
Releasing Area on CRS database the day and 7 Officer,
the date and time of request on the basis hours PSA Civil
release. of details that has Registry System
Outlet
been written by the
requester in the AF-
CENOMAR.

Conduct atleast five

(5) unique queries
from the CICA
System pursuant to
the issued PSA
Office Memorandum
No. 2021-139 dated
01 June 2021 about
the document owner
as both as male and
as female.

7.1.1 If there is no
record of Marriage in
the CRS Database,
print the Certificate
of No Marriage
Record
(CENOMAR).

7.1.2 In case that the

client has a record of
Marriage in the CRS
Database, instead of
the Certificate No
Marriage
(CENOMAR), the
document to be
issued is the

796
 Advisory on
Marriages.

7.2 RSO to print the

result of the
verification of the
request in CRS
Security Paper
(SECPA).

7.3 Control the

printed document in
SECPA using the Barcode
QMS Releasing Controller,
Manager PSA Civil
Registry System
application.
Outlet
7.4 Match and sort Sorter/Matcher,
the printed PSA Civil
document with the Registry System
corresponding AF. Outlet

7.5 Forward Team Leader,

document ready for PSA Civil
release to the Registry System
Releasing Area. Outlet

Outlet Supervisor,
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
8. Wait for the name 8.1 Announce in None 30 minutes Releaser,
of the document batch the names of PSA Civil
owner/client to be the document Registry System
called. owner/client and the Outlet
type of request that
Team Leader,
8.1 Proceed to the are ready for PSA Civil
Releasing Window release. Registry System
where the document Outlet
owner/client’s name 8.2 Check the OR as
was called. to the scheduled Outlet Supervisor,
date and time of PSA Civil
8.2 Present the release. Registry System
ORIGINAL OR and Outlet
other requirements 8.3 Search for the
requested or
8.3 Wait for the name certification. Outlet Manager/
Chief, CRSD
of the document
owner/client to be 8.4 Require the
called. client to
present/submit the
requirements and
check for
correctness and
completeness
before releasing the
request.
9. Check the 9.1 Issue the result None 5 minutes Releaser,
document. of the verification:

797
 PSA Civil
9.1 Sign the 9.1.1 If there is no Registry System
“Received by” record of Marriage in Outlet
portion at the back of the CRS Database,
the AF and indicate issue the Certificate Team Leader,
PSA Civil
the date of receipt. of No Marriage Registry System
Record Outlet
(CENOMAR).
Outlet Supervisor,
9.1.2 If there is a PSA Civil
record of Marriage in Registry System
the CRS Database Outlet
issue the Advisory
on Marriages. or
Outlet Manager/
Chief, CRSD
9.2 Require the
client to sign the
“Received by”
portion and indicate
the date of receipt at
the back of the AF.

9.3 Ensure to write

the name of the
client in PRINTED
letters, the type of ID
presented, ID
number, releasing
window number and
date and time of
release.

9.4 Stamp the OR as

“RELEASED” and
indicate the date of
release.

9.5 Affix the initials

of the Releaser in
the OR.

9.6 Release the

requested document
to the client.

9.7 Attached all the

requirements: QTN,
CRS Appointment
Slip (if printed),
Authorization
Letter/SPA/Affidavit
and photocopies of
valid IDs to the AF.

TOTAL PROCESSING TIME: TWO (2) WORKING DAYS EXCLUSIVE OF QUEUEING

TIME.

798
8. Processing of Requests for Copy Issuance of
Civil Registry Documents and Certificate of No Marriage
Record/Advisory on Marriages received thru an Authorized Online
Service Provider/Private Partner Agency (www.psaserbilis.com.ph) at
PSA Serbilis Outlet
PSA Serbilis is an alternative channel for the acceptance of requests for the copy
issuance of birth, death and marriage records and CENOMAR/Advisory on Marriages by
visiting the website: www.psaserbilis.com.ph.
PSA entered into a Memorandum of Agreement with a private partner agency to enable
its client to avail of its civil registry frontline services at the comfort of their homes or
offices.
Office or Division: Civil Registration Services Division (CRSD)
Classification: Simple
Type of Transaction: Government-to-Business (G2B)
Who may avail: Unisys Managed Services Corporation
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Confirmation/Validation of Payment Unisys Managed Services Corporation
Batch Files of requests received from its www.psaserbilis.com.ph
clients
Transmittal Report for copy issuance of civil www.psaserbilis.com.ph
registry documents and request for
CENOMAR

AGENCY FEES TO PROCESSIN PERSON

CLIENT STEPS
ACTIONS BE PAID G TIME RESPONSIBLE
1. Inform the PSA 1.1 Accept the Total Fee: 15 minutes Collecting
Serbilis Outlet about confirmation call (For Copy Officer,
the completion of for the payment issuance of PSA Serbilis
payment validation. validation. Birth, Outlet
Death,
Marriage Team Leader,
Certificates PSA Serbilis
)1 Outlet

Php 155.00 Outlet

per copy Supervisor,
PSA Serbilis
Breakdown Outlet
:
or
Processing Outlet
Fee: Manager/Chief,
-Php CRSD
125.00

Documenta
ry Stamp
Tax:
-Php 30.00

Total Fee:
(For
CENOMAR
/Advisory
on

1. Unisys Management Services Corp. thru its accredited banks/payment center, charges a total amount
of Php330.00 from its clients per copy of Birth, Marriage, Death document requested from PSA to
include payment for its Service Fee and door-to-door delivery (Php175.00).

799
 Marriages)
2

Php 210.00
per copy

Breakdown
:

Processing
Fee:
-Php
180.00

Documenta
ry Stamp
Tax:
-Php 30.00
2. Submit Batch Files 2.1 Retrieve Batch None 2 hours Collecting
electronically to PSA Files electronically Officer,
Serbilis Outlet. and print the PSA Serbilis
transmittal report Outlet
of paid online
transactions. Team Leader,
PSA Serbilis
2.2 Generate Outlet
Official Receipts
(ORs) per Batch Outlet
Files. Supervisor,
PSA Serbilis
2.3 Distribute to Outlet
the Request
Service Officers or
(RSOs) the Outlet
transmittal for Manager/Chief,
verification in the CRSD
Civil Registry
System (CRS)
database.

3. Wait for the 3.1 Verify from the None 4 hours Request Service
schedule of release. CRS database the Officers,
request on the PSA Serbilis
basis of details that Outlet
has been filled up
by the client thru
online application.

3.1.1 Conduct
atleast four (4)
unique queries for
birth, death and
marriage from the
CICA System.

3.1.2 For
CENOMAR
request, conduct at
least forty four (44)
unique queries
from the CICA

2. 2UnisysManagement Services Corp. thru its accredited banks/payment center, charges a total
amount of Php430.00 from its clients per copy of CEMAR/CENOMAR requested from PSA to include
payment for its Service Fee and door-to-door delivery (Php220.00).

800
 System about the
document owner
as male and as
female.

3.2 Print the results

of the verification
of the requests in
CRS Security
Paper (SECPA).

3.3 Control the

printed documents
in SECPA using
the QMS Barcode
Releasing Controller, PSA
Manager Civil Registry
application. PSA Serbilis
Outlet
3.4 Match and sort
the printed Sorter/Matcher,
documents in PSA Serbilis
SECPA with the Outlet
corresponding OR
and transmittal Team Leader,
report. PSA Serbilis
Outlet
3.5 Prepare the
documents ready Outlet
for release for pick Supervisor,
up by the PSA Serbilis
authorized Outlet
representative/
liaison officer of
Unisys Managed or
Services Corp. Outlet
Manager/Chief,
CRSD
4.1 Authorized 4.1 Release the None 1 hour and 45 Team Leader,
representative/ document in minutes PSA Serbilis
liaison officer of SECPA. Outlet
Unisys Managed
Services Corp. to 4.2 Remind the Outlet
claim the documents
authorized Supervisor,
at the CRS Bldg. representative/ PSA Serbilis
liaison officer of Outlet
4.2 Check and Unisys
acknowledge the Management or
receipt of the Services Corp. to Outlet
documents. check and to Manager/Chief,
acknowledge CRSD
receipt of the
documents in
SECPA.
TOTAL PROCESSING TIME: EIGHT (8) HOURS

801
Internal Services
9: Processing of Requests for Copy Issuance of
Civil Registry Documents and Certificate of No Marriage
Record/Advisory on Marriages received thru Authorized Online Service
Provider/Private Partner Agency (www.psahelpline.ph) at PSA Helpline
Outlet
PSAHelpline is an an alternative channel for the acceptance of requests for the copy
issuance of birth, death and marriage records and CENOMAR/Advisory on Marriages by
visiting the website, www.psahelpline.ph.
PSA entered into a Memorandum of Agreement with a private partner agency to enable
its client to avail of its civil registry frontline services at the comfort of their homes or
offices.
Office or Division: Civil Registration Services Division (CRSD)
Classification: Simple
Type of Transaction: Government-to-Business (G2B)
Who may avail: Pilipinas Teleserv, Inc.
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Payment Pilipinas Teleserv, Inc.
Batch Files of requests received from its clients www.psaserbilis.com
Printed Application Forms (AFs) (Green) Pilipinas Teleserv, Inc.

AGENCY FEES TO PROCESSING PERSON

CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
1. Send check 1.1 Receive check Total Fee: 30 minutes Outlet
payment for requests payment. Supervisor,
received from its (For Copy PSA Helpline
clients to PSA Helpline 1.2 Prepare Issuance Outlet
Outlet. transmittal and of Birth,
remit check Marriage, or
payment to Vault Death Outlet
Administrator of Certificate Manager/Chief,
the PSA CRS s)3 CRSD
Outlet – East
Avenue, Quezon Php
City. 155.00 per
copy

Breakdow
n:

Processin
g Fee:
-Php
125.00

Document
ary Stamp
Tax:
-Php
30.00

Total Fee:

(For
CENOMA
R/Advisor

1. Pilipinas Teleserv, Inc. thru its accredited banks/collecting agents, charges a total amount of
Php365.00 from its clients per copy of Birth, Marriage, Death document requested from PSA to include
payment for its Service Fee and door-to-door delivery (Php210.00).

802
 y on
Marriages
)4

Php
210.00 per
copy

Breakdow
n:

Processin
g Fee:
-Php
180.00

Document
ary Stamp
Tax:
-Php
30.00
2.1 Submit Batch Files 2.1 Retrieve Batch 1 hour Collecting
electronically. Files electronically Officer,
and receive the PSA Helpline
2.2 Transmit printed printed AFs (Green Outlet
AFs (Green Forms) to Forms).
PSA Helpline Outlet.
2.2 Print Official Team Leader,
Receipts (ORs) PSA Helpline
per Batch Files. Outlet

2.3 Distribute AFs Outlet

to Request Service Supervisor,
Officers (RSOs) for PSA Helpline
verification in the Outlet
Civil Registry
System (CRS) or
database. Outlet
Manager/Chief,
CRSD
3. Wait for the 3.1 Verify from the None 4 hours Request Service
schedule of release. CRS database the Officers,
request on the PSA Helpline
basis of details that Outlet
has been filled up
by the client thru
online application.

3.1.1 Conduct
atleast four (4)
unique queries for
birth, death and
marriage from the
CICA System.

3.1.2 For
CENOMAR
request, conduct at
least forty four (44)
unique queries
from the CICA

2. Pilipinas Teleserv, Inc. thru its accredited banks/collecting agents, charges a total amount of
Php420.00 from its clients per copy of CEMAR/CENOMAR requested from PSA to include payment
for its Service Fee and door-to-door delivery (Php210.00).

803
 System about the
document owner
as male and as
female.

3.2 Print the

results of the
verification of the
requests in CRS
Security Paper
(SECPA).

3.3 Control the

printed documents
in SECPA using Barcode
the QMS Controller,
Releasing PSA Helpline
Manager Outlet
application.
Sorter/Matcher,
3.4 Match and sort PSA Helpline
the printed Outlet
documents in
SECPA with the Team Leader,
corresponding OR PSA Helpline
and transmittal Outlet
report.
Outlet
3.5 Prepare the Supervisor,
documents ready PSA Helpline
for release and for Outlet
pick up by the
authorized or
representative/ Outlet
liaison officer of Manager/Chief,
Pilipinas Teleserv, CRSD
Inc.

4.1 Authorized 4.1 Release the None 2 hours and 30 Team Leader,
representative/ liaison document in minutes PSA Helpline
officer of Pilipinas SECPA. Outlet
Teleserv, Inc. to claim
the documents at the 4.2 Remind the Unit Supervisor,
CRS Building. authorized PSA Helpline
representative/ Outlet
4.2 Check and liaison officer of
acknowledge the Pilipinas Teleserv, or
receipt of the Inc. to check and Outlet
documents. acknowledge the Manager/Chief,
receipt of CRSD
documents in
SECPA.

TOTAL PROCESSING TIME: EIGHT (8) HOURS

804
10. Processing of Civil Registry Documents Requiring Manual Retrieval
and Re-scanning from the Central Archive through
Help Desk System
Document that have extra or excess pages, mismatched image, inverted or defective
image, corrupted or decrypted image, blurred or contains unreadable entries, need to be
re-scanned or replaced to ensure that the proper document will be issued to the client.

Office or Division: Civil Register Management Division

Classification: Complex
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Report from the PSA Civil Registry System Helpdesk System
Outlets regarding correction extra or excess
pages, mismatched image, inverted or
defective image, corrupted or decrypted
image, blurred or contains unreadable entries
of a birth, marriage, or death certificate.
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Help Desk System 1.1 Control the USR None 5 Minutes Assistant Unit
to report to the ID number and Supervisor,
Production and information referred Production and
Maintenance Unit by the Help Desk Maintenance
documents loaded in Officer. Unit (PMU),
database. Civil Register
1.2 Evaluate and None 1 Hour Management
verify the problem Division
document using (CRMD)
CICA System.

1.3 Problem None 2 days Assistant Unit

document are Supervisor,
referred to Central Central Archive,
Archive for manual CRMD
retrieval of the
original copy for
further evaluation.

1.4 Receipt and None 30 Minutes

control of pulled out Controller,
documents from Production and
Central Archive then Maintenance
sort by date of Unit (PMU),
release. Civil Register
Management
Division
(CRMD)

1.5 Transmit the None 20 Minutes Data Encoder,

document to data Production and
encoder for the Maintenance
encoding of details. Unit (PMU),
Civil Register
Management
Division
(CRMD)

Team Leader,

805
 Production and
Maintenance
Unit (PMU),
Civil Register
Management
Division
(CRMD)
1.6 Forward the None 10 Minutes
document for Scanner,
scanning. Production and
Maintenance
Unit (PMU),
Civil Register
Management
Division
(CRMD)
1.7 Upload the None 3 Days
scanned documents Electronic
to the PSA CRS Endorsement
Database. Approver,
Production and
Remarks: Maintenance
Unit (PMU),
Scanned documents Civil Register
will be available in the Management
database after three Division
days in the PSA Civil (CRMD)
Registry System
Outlets.
None 30 Minutes
1.8 Approve the Assistant Unit
newly scanned Supervisor,
document. Production and
Maintenance
Unit (PMU),
1.9 Inform Help Desk None 10 Minutes Civil Register
that problem has Management
been resolved. Division
(CRMD)

1.10 Help Desk to None 5 Minutes Help Desk

inform the PSA Civil Officer,
Registry System Unisys
Outlets that the re- Managed
scanned image has Services Corp.,
been uploaded in the
PSA CRS Database.

Supervisor,
Production and
Maintenance
Unit (PMU),
Civil Register
Management
Division
(CRMD)
or
Chief,
Civil Register
Management
Division
(CRMD)

806
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 9: PROCESSING OF CIVIL
REGISTRY DOCUMENTS REQUIRING MANUAL RETRIEVAL AND RE-SCANNING
FROM THE CENTRAL ARCHIVE THRU HELP DESK SYSTEM, UNDER NORMAL
CIRCUMSTANCES, IS 5 DAYS, 2 HOURS, AND 50 MINUTES.

807
Civil Registry System Outlet
Provincial Outlet

External

808
Service 1. Authentication of Birth Certificate (Walk-in clients) at PSA
Civil Registry System– Provincial Outlet
PSA authenticates recently registered birth document of an individual not yet available in
the Civil Registry System Database (unconverted documents).
PSA Authentication only confirms that the document was issued by a local civil registry
personnel who is authorized to issue the same and whose authority was confirmed by the
Civil Registrar General and that the signature of the same local civil registry personnel
which appears on the document is similar to the specimen signature officially submitted
to and on file with the Office of the Civil Registrar General.

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
Certified photocopy of the Birth Certificate City/Municipal Civil Registry Office where the
issued by the Local Civil Registry Office event has taken place and has been
(LCRO) with fresh signature of the issuing registered.
officer, no erasures or any signs of tampering
(1 copy)
Additional Requirements by Type of
Requester
1. Principal(Document Owner)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) System Outlet
accomplishedin PRINTED LETTERS (1
copy)
2. Authorized Representative
Valid Identity Document (ID) of document Document owner
ownercomplete with CLEAR PHOTO, FULL (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
NAME IN PRINT, SIGNATUREand issued by PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
an official authority (1 original and PNP)
1 photocopy)

Reminder:

▪ For authorization letter/Special Power of

Attorney (SPA) received from abroad, the
document owner should provide
scanned/or photocopy of the passport as
valid ID.

809
Valid Identity Document (ID) of the Government Agencies, Non-Government
authorized representative with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities.
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and 1 photocopy) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with
the following requirements:

1) written in a clean sheet of paper and

dated;
2) indicate the type of document, the
number of copies and the specific
details of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the document
owner that matches his/herID.
Completely filled-out Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
3. Immediate Family Member of the
Document Owner: Spouse
(Husband/Wife), Direct Descendant
(Son/Daughter) and Biological or Legal
Parent (Father/Mother)
Valid Identity Document (ID) of requesting Government Agencies, Non-Government
immediate family member of the document Organizations, Private entities,
owner complete with CLEAR PHOTO, FULL Schools/Colleges/Universities
NAME IN PRINT, SIGNATURE and issued (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
by an official authority (1 original and PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
1 photocopy) PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1copy)
4. Special Cases Clients
4.1 Guardian of document owner who is a
minor or below 18 years of age.
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the following:

5) Barangay Certification that the minor is in

the custody of the Office of the Barangay where the Guardian
requestingparty/guardian (1 original) currently resides

6) School ID/Report Card of the minor that

indicates the name of the requesteras Educational institution recognized by the
Guardian Department of Education.
Valid Identity Document (ID) of the Guardian Government Agencies, Non-Government
complete with CLEAR PHOTO, FULL NAME Organizations, Private entities,
IN PRINT, SIGNATURE and issued by an Schools/Colleges/Universities
official authority (1 original and 1 photocopy)
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)

810
4.2 Nearest of kin of a deceasedperson
(Brothers/Sisters/Grandparent)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original)
Valid Identity Document (ID) of the nearest of
Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and 1 photocopy) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
5. Priority Clients
5.1 Senior Citizen requesting for the
authentication of his/her own birth
document, spouse, parents and
son/daughter
Senior Citizen’s Identity Document (ID) Card Office of the Senior Citizens Affairs (OSCA)
or any valid ID indicating his/her age and/or local government units (LGUs), or
complete with CLEAR PHOTO, FULL NAME PhilID
IN PRINT, SIGNATURE and issued by an
official authority (1 original)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
5.2 Physically Challenged Client/PWD
requesting for the authentication of
his/her own birth document, spouse,
parents & son/daughter
PWD ID Card complete with CLEAR National Council on Disability Affairs (NCDA)
PHOTO, FULL NAME IN PRINT,
Office of the Mayor, Office of the Barangay,
SIGNATURE and issued by an official Department of Social Welfare and
authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health, or PhilID
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
5.3 Pregnant Woman requesting for the
authentication of her own document,
spouse, parents and son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued Schools/Colleges/Universities
by an official authority(1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
5.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of her own document,
spouse, parents and son/daughter
Employment ID of the Health and Emergency Public or private health and emergency
Frontline Service Provider complete with service providing institutions or organizations
CLEAR PHOTO, FULL NAME IN PRINT, (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
SIGNATURE and issued by an official and Provincial,City, and Rural Health Units,
authority(1 original) and Drug Abuse Treatment and Rehabilitation
Centers, Philippine Red Cross, World Health

811
 Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished System Outlet
in PRINTED LETTERS (1 copy)
AGENCY FEES TO PROCESSI PERSON
CLIENT STEPS
ACTIONS BE PAID NG TIME RESPONSIBLE
1. Get Queue Ticket 1.1Ensure that QTN None 1 minute Information
Number (QTN) is ready for Marshal/Security
distribution Guard

Outlet Supervisor
PSA Civil
Registry System
Outlet
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form- Birth Certificate necessary AF-Birth Marshal,
(White Form) from the Certificateis made PSA Civil
AF dispenser and fill- available at the AF Registry System
Outlet
out the required dispenser.
information in Team Leader,
PRINTED LETTERS. PSA Civil
Registry System
Outlet

Outlet Supervisor
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief CRSD
3. Proceed to the 3.1 Screen the None 10 minutes Screener
screening area. certified photocopy PSA Civil
of the Birth Registry System
3.1 Present the AF and Certificate issued Outlet
the required by the LCRO, the
Team Leader,
documents to the completeness of the PSA Civil
screener for entries in the AF Registry System
completeness check. and other Outlet
requirements.
Outlet Supervisor,
3.2 Return the PSA Civil
certified photocopy Registry System
of the Birth Outlet
Certificate issued or
by the LCRO, the Outlet Manager/
AF, the ID(s) and/or Chief CRSD
authorization
letter/SPA to the
requester as it will
be presented to the
Collecting Officer
prior to the payment
of corresponding
fees.
4. Proceed to the 4.1 Check the AF Total 10 minutes Collecting Officer,
payment window. and the FeePhp PSA Civil
requirements. 155.00 per Registry System
4.1. Submit the AF and copy Outlet
the required
Team Leader,

812
documents to the 4.2 Encode the Breakdown PSA Civil
Payment Window. details of the : Registry System
requests. Outlet
4.2 Pay the Processing
corresponding fee for 4.3 Accept the Fee: Outlet Supervisor,
PSA Civil
the request. corresponding -Php Registry System
payment and 125.00 Outlet
Reminder: generate an Official
Receipt (OR). Document or
▪ Check the details ary Stamp Outlet Manager/
in the issued 4.4 Indicate therein Tax Chief CRSD
Official Receipt the date and -Php 30.00
(OR). estimated time of
release.
▪ Make sure to count
the change before 4.5 Give the OR to
leaving the the requester and
counter. return the
presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

For Priority
Clients:

4.6 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct
to remain for the
release of the
requested
document on
Priority Lane
Releasing Windows

4.7 Forward the AF

and certified
photocopy of Birth
Certificate to the
Request Service
Officer (RSO) for
verification from the
Civil
RegistrySystem
(CRS) Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis PSA Civil
of details that has Registry System
been written by the Outlet
requester in the AF
– Birth Certificate.

As per business
rule, RSO must
conduct atleast five

813
(5) unique queries
from the CICA
System pursuant to
the issued PSA
Office
Memorandum No.
2021-139 dated
01 June 2021.

1.1.1 In the event

that the document
being requested for
authentication is
already available in
the CRS Database,
the application is
treated as copy
issuance.

1.1.2 RSO to print

the result of
verificationin CRS
Security Paper
(SECPA).

1.1.3 Control the

printed document in
SECPA using the Barcode
QMS Releasing Controller,
Manager PSA Civil
application. Registry System
Outlet
1.1.4 Match and
sort the printed
document with
thecorresponding Sorter/Matcher,
AF. PSA Civil
Registry System
Outlet
1.2 In case the
document is not yet Team Leader,
enrolled in the CRS PSA Civil
Database, RSO Registry System
verify the specimen Outlet
signature of the
C/MCR (issuing Outlet Supervisor,
officer) from the PSA Civil
CICA System. Registry System
Outlet
1.2.1 If the
or
signature matches, Outlet Manager/
stamp the Chief CRSD
document for the
approval/
signature of the
Authentication
Officer/Outlet
Supervisor.

1.3 If the signature

of the issuing officer
from the LCRO fails
the validation

814
 process, a
Rejection Slip is to
be issued.

1.4 Forward the

document/result of
verification for
release to the
Releasing Area.
5. Proceed to the 5.1 Announce in None 20 minutes Releaser,
Releasing Area and batch the names of PSA Civil
wait for the document the document Registry System
owner’s name to be owner/authorized Outlet
called. representative and
Team Leader,
the type of PSA Civil
document that are Registry System
ready for release. Outlet

5.2 For those Outlet Supervisor,

authentication PSA Civil
requests that failed Registry System
the validation Outlet
process, return the
Birth Certificate or
submitted for Outlet Manager/
Chief CRSD
authentication
together with the
Rejection Slip to the
claimant.

5.2.1 Advice the

Client to get another
certified photocopy
of the Birth
Certificate from the
LCRO.
6. Proceed to the 6.1Check the OR as None 10 minutes Releaser,
Releasing to the scheduled PSA Civil
Windowwhere the date and time of Registry System
client’s name was release. Outlet
called.
Team Leader,
6.2 Require the PSA Civil
6.1 Present claimant to Registry System
theORIGINAL OR and present/submit the Outlet
other requirements. requirements and
check for Outlet Supervisor,
correctness and PSA Civil
completeness Registry System
before releasing the Outlet
request.
or
Outlet Manager/
Chief CRSD
7. Check the 7.1Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil
“Received by” Registry System
7.1 Sign the portion and indicate Outlet
“Received by” the date of receipt
Team Leader,
portion at the back of at the back of the PSA Civil
the AF and indicate the AF. Registry System
date of receipt. Outlet

815
 7.2 Ensure to write Outlet Supervisor,
in PRINT the name PSA Civil
of the claimant, the Registry System
type of ID Outlet
presented, ID
or
number and date Outlet Manager/
and time of release. Chief CRSD

7.3 Stamp the OR

as “RELEASED”
and indicate the
date of release.

7.4 Affix the initials

of the Releasing
Officer in the OR.

7.5 Release the

document to the
claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 1.1: AUTHENTICATION OF
BIRTH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM OUTLET
(PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS
EXCLUSIVE OF QUEUEING TIME.

Service 2. Authentication of Death Certificate (Walk-in clients) at PSA

Civil Registry System– Provincial Outlet
PSA authenticates recently registered death document of an individual not yet available
in the Civil Registry System Database (unconverted documents).
PSA Authentication only confirms that the document was issued by a local civil registry
personnel who is authorized to issue the same and whose authority was confirmed by the
Civil Registrar General and that the signature of the same local civil registry personnel
which appears on the document is similar to the specimen signature officially submitted
to and on file with the Office of the Civil Registrar General.

Office or Division: Civil Registration Services Division (CRSD)

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
Certified photocopy of the Death Certificate City/Municipal Civil Registry Office where the
of deceased person issued by the Local Civil event has taken place and has been
Registry Office (LCRO) with fresh signature registered.
of the issuing officer, no erasures or any
signs of tampering
1. Principal (Spouse, Parent,
Son/Daughter)

816
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
2. Other Special Case Requester
2.1 Nearest of kin of the deceased person
(other than the Spouse, Parent and
Son/Daughter)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original)
Valid Identity Document (ID) of the nearest of Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and photocopy) Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy).
2.2 Guardian of the deceased person,
below 18 years old (minor)
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the following:

5) Barangay Certification that the minor is in

the custody of the requesting Office of the Barangay where the Guardian
party/guardian (1 original) currently resides

6) School ID/Report Card of the minor that

indicates the name of the requester as Educational institution recognized by the
Guardian Department of Education
Valid Identity Document (ID) of the guardian Government Agencies, Non-Government
complete with CLEAR PHOTO, FULL NAME Organizations, Private entities,
IN PRINT, SIGNATURE and issued by an Schools/Colleges/Universities
official authority (1 original and 1 photocopy)
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
3. Priority Clients
3.1 Senior Citizen requesting for the death
certificate of his/her spouse, parent and
son/daughter
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age with CLEAR PHOTO, and/or local government units (LGUs), or
FULL NAME IN PRINT, SIGNATURE and PhilID,
issued by an official authority (1 original)

817
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
3.2 Physically Challenged Client/PWD
requesting for the death certificate of
his/her spouse, parents and son/daughter
PWD Identity Document (ID) Card complete National Council on Disability Affairs (NCDA)
with CLEAR PHOTO, FULL NAME IN Office of the Mayor, Office of the Barangay,
PRINT, SIGNATURE and issued by an Department of Social Welfare and
official authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health, or PhilID.
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
3.3 Pregnant Woman requesting for the
death certificate of her own spouse,
parents and son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued Schools/Colleges/Universities
by an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Death Certificate (Yellow Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
3.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of document for, spouse,
parents and son/daughter
Employment ID of the Health and Emergency (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
Frontline Service Provider complete with and Provincial,City, and Rural Health Units,
CLEAR PHOTO, FULL NAME IN PRINT, and Drug Abuse Treatment and Rehabilitation
SIGNATURE and issued by an official Centers, Philippine Red Cross, World Health
authority(1 original) Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Birth Certificate (White Form) accomplished Outlet
in PRINTED LETTERS (1 copy)
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that QTN None 1 minute Information
Number (QTN) is ready for Marshal/Security
distribution Guard

Outlet Supervisor
PSA Civil Registry
System Outlet
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form-Death necessary AF - Marshall,
Certificate (Yellow Death Certificate is PSA Civil Registry
Form) from the AF made available at System Outlet
dispenser and fill-out the AF dispenser.
Team Leader,
the required PSA Civil Registry
information in System Outlet
PRINTED LETTERS.
Outlet Supervisor

818
 PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the None 10 minutes Screener,
screening area. certified photocopy PSA Civil Registry
of the Death System Outlet
3.1 Present the AF Certificate issued by
Team Leader,
and the required the LCRO, the
PSA Civil Registry
documents to the completeness of the System Outlet
screener for entries in the AF and
completeness check. other requirements. Outlet Supervisor,
PSA Civil Registry
3.2 Return the System Outlet
certified photocopy
of the Death or
Certificate issued by Outlet Manager/
the LCRO, the AF Chief, CRSD
and the ID(s) and/or
authorization
letter/SPA to the
requester as it will be
presented to the
Collecting Officer
prior to the payment
of corresponding
fees.
4. Proceed to the 4.1 Check the AF Total Fee 10 minutes Collecting Officer,
payment window. and the Php 155.00 PSA Civil Registry
requirements. per copy System Outlet
4.1 Submit the AF and
the required 4.2 Encode the Breakdown:
Team Leader,
documents to the details of the PSA Civil Registry
Payment Window. requests. Processing System Outlet
Fee:
4.2 Pay the 4.3 Accept the -Php 125.00 Outlet Supervisor,
corresponding fee for corresponding PSA Civil Registry
the request. payment and Documentar System Outlet
generate an Official y Stamp Tax
Reminder: Receipt (OR). -Php 30.00 or
Outlet Manager/
▪ Check the details 4.4 Indicate therein Chief, CRSD
in the issued the date and
Official Receipt estimated time of
(OR). release.

▪ Make sure to 4.5 Give the OR to

count the change the requester and
before leaving the return the presented
counter. requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

For Priority
Clients:

819
 4.6 Write a “Priority
Lane or PL” in the
AF of the Priority
Client and instruct to
remain for the
release of the
requested document
on Priority Lane
Releasing Windows

4.7 Forward the AF

and certified
photocopy of Death
Certificate to the
Request Service
Officer (RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis PSA Civil Registry
of details that has System Outlet
been written by the
requester in the AF-
Death Certificate.

As per business rule,

RSO must conduct
atleast five (5)
unique queries from
the CICA System
pursuant to the
issued PSA Office
Memorandum No.
2021-139 dated
01 June 2021.

1.1.1 In the event

that the document
being requested for
authentication is
already available in
the CRS database,
the application is
treated as copy
issuance.

1.1.2 RSO to print

the result of
verification in CRS Barcode
Security Paper Controller,
(SECPA). PSA Civil Registry
System Outlet
1.1.3 Control the
printed document in Sorter/Matcher,
SECPA using the PSA Civil Registry
System Outlet
QMS Releasing
Manager Team Leader,
application. PSA Civil Registry
System Outlet

820
 1.1.4 Match and sort
the printed Outlet Supervisor,
document with the PSA Civil Registry
corresponding AF. System Outlet

or
1.2 In case the Outlet Manager/
document is not yet Chief, CRSD
enrolled in the CRS
Database, RSO to
verify the specimen
signature of the
C/MCR (issuing
officer) from the
CICA System.

1.2.1 If the signature

matches, stamp the
document for the
approval/
signature of the
Authentication
Officer/Outlet
Supervisor.

1.3 If the signature of

the issuing officer
from the LCRO fails
the validation
process, a Rejection
Slip is to be issued.

1.4 Forward the

document/result of
verification for
release to the
Releasing Area
5. Proceed to the 5.1 Announce in None 20 minutes Releaser,
Releasing Area and batch the names of PSA Civil Registry
wait for the deceased document System Outlet
person’s name to be owners/deceased
called. persons and the type Team Leader,
PSA Civil Registry
of document being System Outlet
requested that are
ready for release. Outlet Supervisor,
PSA Civil Registry
5.2 For those System Outlet
authentication
requests that failed or
the validation Outlet Manager/
process, return the Chief, CRSD
Death Certificate
submitted for
authentication
together with the
Rejection Slip to the
claimant.

5.2.1 Advice the

requester to get
another certified
photocopy of the

821
 Death Certificate
from the LCRO.
6. Proceed to the 6.1 Check the OR as None 10 minutes Releaser,
Releasing Window to the scheduled PSA Civil Registry
where the deceased date and time of System Outlet
person’s name was release.
called. Team Leader,
PSA Civil Registry
6.2 Require the System Outlet
6.1 Present the claimant to
ORIGINAL OR and present/submit the Outlet Supervisor,
other requirements. requirements and PSA Civil Registry
check for System Outlet
correctness and
completeness or
before releasing the Outlet Manager/
request. Chief, CRSD
7. Check the 7.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil Registry
“Received by” System Outlet
7.1 Sign the portion and indicate
“Received by” portion the date of receipt at Team Leader,
PSA Civil Registry
at the back of the AF the back of the AF. System Outlet
and indicate the date
of receipt. 7.2 Ensure to write in Outlet Supervisor,
PRINT the name of PSA Civil Registry
the claimant, the System Outlet
type of ID presented,
ID number, or
releasing window Outlet Manager/
number and date Chief, CRSD
and time of release.

7.3 Stamp the OR as

“RELEASED” and
indicate the date of
release.

7.4 Affix the initials

of the Releasing
Officer in the OR.

7.5 Release the

document to the
claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 2.1 : AUTHENTICATION OF
DEATH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM OUTLET
(PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS
EXCLUSIVE OF QUEUEING TIME.

822
Service 3. Authentication of Marriage Certificate (Walk-in clients) at
PSA Civil Registry System– Provincial Outlet
PSA authenticates recently registered marriage document of contracting parties not yet
available in the Civil Registry System Database (unconverted documents).
PSA Authentication only confirms that the document was issued by a local civil registry
personnel who is authorized to issue the same and whose authority was confirmed by the
Civil Registrar General and that the signature of the same local civil registry personnel
which appears on the document is similar to the specimen signature officially submitted
to and on file with the Office of the Civil Registrar General.

Office or Division: Civil Registration Services Division (CRSD)

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Basic Requirements for all types of
Requesters
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
Certified photocopy of the Marriage certificate City/Municipal Civil Registry Office where the
issued by the Local Civil Registry Office event has taken place and has been registered.
(LCRO) with fresh signature of the issuing
officer, no erasures or any signs of tampering.
Additional Requirements by Type of
Requester
1. Principal (Spouses/Husband and Wife)
Valid Identity Document (ID) of any of the Government Agencies, Non-Government
contracting parties complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original) Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
2. Direct Descendant (Son/Daughter)
Valid Identity Document (ID) of the direct Government Agencies, Non-Government
descendant of the contracting parties Organizations, Private entities,
complete with CLEAR PHOTO, FULL NAME Schools/Colleges/Universities
IN PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
official authority (1 original) Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
3. Nearest of kin, if both contracting
parties are deceased (Biological or Legal
Parent/ Brother/Sister/Grandparent)
Original copy of the duly notarized Affidavit of Lawyer/Notary Public
Kinship (1 original)

823
Valid Identity Document (ID) of the nearest of
Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and photocopy) Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy).
4. Authorized Representative
Valid Identity Document (ID) of the document Document owner
owner complete with CLEAR PHOTO, FULL (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
NAME IN PRINT, SIGNATUREand issued by Philpost, Pag-IBIG, COMELEC, NBI, AFP,
an official authority (1 original and PNP)
1 photocopy).

Reminder:

▪ For authorization letter/ Special Power of

Attorney (SPA) received from abroad the
document owner should provide a
scanned/or photocopy of the passport as
valid ID.
Valid Identity Document (ID) of the authorized Government Agencies, Non-Government
representative complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and Philpost, Pag-IBIG, COMELEC, NBI, AFP,
1 photocopy PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
the following requirements): Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
1) written in a clean sheet of paper and
dated.
2) indicate the type of document, the
number of copies and the specific details
of the document to be requested;
3) indicate the complete name of the
representative; and
4) bear the fresh signature of the document
owner that matches his/her ID.
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
5. Priority Clients
5.1 Senior Citizen requesting for the
authentication of his/her own marriage
document and his/her parents.
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age with CLEAR PHOTO, and/or local government units (LGUs) or PhilID,
FULL NAME IN PRINT, SIGNATURE and
issued by an official authority (1 original)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
5.2 Physically Challenged Client/PWD
requesting for the authentication of his/her

824
own marriage document and his/her
parents
PWD ID Card complete with CLEAR PHOTO, National Council on Disability Affairs (NCDA)
FULL NAME IN PRINT, SIGNATURE and Office of the Mayor, Office of the Barangay,
issued by an official authority (1 original) Department of Social Welfare and
Development or other organization with
Memorandum of Agreement with the
Department of Health or PhilID.
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS
(1 copy)
5.3 Pregnant Woman requesting for the
authentication of her own marriage
document and parents
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued by Schools/Colleges/Universities
an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Marriage Certificate (Pink Form) Outlet
accomplished in PRINTED LETTERS.
5.4 Health and Emergency Frontline
Service Provider requesting for the
authentication of her own document,
spouse, parents and son/daughter
Employment ID of the Health and Emergency (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
Frontline Service Provider complete with and Provincial,City, and Rural Health Units, and
CLEAR PHOTO, FULL NAME IN PRINT, Drug Abuse Treatment and Rehabilitation
SIGNATURE and issued by an official Centers, Philippine Red Cross, World Health
authority(1 original) Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry System
Birth Certificate (White Form) accomplished in Outlet
PRINTED LETTERS (1 copy)
PROCES
FEES TO PERSON
CLIENT STEPS AGENCY ACTIONS SING
BE PAID RESPONSIBLE
TIME
1. Get Queue Ticket 1.1 Ensure that QTN None 1 minute Information
number (QTN) is ready for Marshal/Security
distribution. Guard

Outlet Supervisor
PSA Civil Registry
System
2. Get an Application 2.1 Ensure that the None 4 minutes Information Marshall,
Form form-Marriage necessary AF- PSA Civil Registry
Certificate (Pink Form) Marriage Certificate System Outlet
from the AF dispenser is made available at
and fill-out the the AF dispenser. Team Leader,
PSA Civil Registry
required information in System Outlet
PRINTED LETTERS.
Outlet Supervisor
PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief,

825
 CRSD
3. Proceed to the 3.1 Screen the None 10 Screener,
screening area. certified photocopy minutes PSA Civil Registry
of the Marriage System Outlet
3.1 Present the AF and Certificate issued by
Team Leader,
the required the LCRO, the
PSA Civil Registry
documents to the completeness of the System Outlet
screener for entries in the AF and
completeness check. other requirements. Outlet Supervisor,
PSA Civil Registry
3.2 Return the ID(s) System Outlet
and/or authorization
letter/SPA to the or
requester as it will be Outlet Manager/
presented and Chief, CRSD
submitted to the
Collecting Officer
prior to the issuance
of the authenticated
document.
4. Proceed to the 4.1 Check the AF Total Fee 10 Collecting Officer,
payment window. and the Php 155.00 minutes PSA Civil Registry
requirements. per copy System Outlet
4.1 Submit the AF and
Team Leader,
the required 4.2 Encode the Breakdown:
PSA Civil Registry
documents to the details of the System Outlet
Payment Window. request. Processing
Fee: Outlet Supervisor,
4.2 Pay the 4.3 Accept the -Php 125.00 PSA Civil Registry
corresponding fee for corresponding System Outlet
the request. payment and Documentar
generate an Official y Stamp Tax or
Reminder: Receipt (OR). -Php 30.00 Outlet Manager/
Chief, CRSD
▪ Check the details 4.4 Indicate therein
in the issued the date and
Official Receipt estimated time of
(OR). release.

▪ Make sure to count 4.5 Give the OR to

the change before the requester and
leaving the counter return the presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
authenticated
document.

For Priority
Clients:

4.6 Write a “Priority

Lane or PL” in the AF
of the Priority Client
and instruct to
remain for the
release of the
requested document
on Priority Lane
Releasing Windows

826
 4.7 Forward the AF
and the certified
photocopy of the
Marriage Certificate
to the Request
Service Officer
(RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis PSA Civil Registry
of details that has System Outlet
been written by the
requester in the AF-
Marriage Certificate.

As per business rule,

RSO must conduct
atleast five (5)
unique queries from
the CICA System
pursuant to the
issued PSA Office
Memorandum No.
2021-139 dated
01 June 2021.

1.1.1 In the event

that the document
being requested for
authentication is
already available in
the CRS database,
the application is
treated as copy
issuance.

1.1.2 Request
Service Officer
(RSO) to print the
result of verification Barcode Controller,
in CRS Security PSA Civil Registry
Paper (SECPA). System Outlet

1.1.3 Control the

printed document in
SECPA using the Sorter/Matcher,
QMS Releasing PSA Civil Registry
Manager System Outlet
application.
Team Leader,
1.1.4 Match and sort PSA Civil Registry
the printed System Outlet
document with the
corresponding AF. Outlet Supervisor,
PSA Civil Registry
1.2 In case the System Outlet
document is not yet or

827
 enrolled in the CRS Outlet Manager/
Database, RSO to Chief, CRSD
verify the specimen
signature of the
C/MCR (issuing
officer) from the
CICA System.

1.2.1 If the signature

matches, stamp the
document for the
approval/
signature of the
Authentication
Officer/Outlet
Supervisor.

1.3 If the signature of

the issuing officer
from the Local Civil
Registry Office
(LCRO) fails the
validation process, a
Rejection Slip is to
be issued.

1.4 Forward the

document/result of
verification for
release to the
Releasing Area.
5. Proceed to the 5.1 Announce in None 20 Releaser,
Releasing Area and batch the names of minutes PSA Civil Registry
wait for the document document owners System Outlet
owner’s (husband’s and the type of
name)/requesting requests that are Team Leader,
PSA Civil Registry
party’s name to be ready for release. System Outlet
called.
5.2 For those Outlet Supervisor,
authentication PSA Civil Registry
requests that failed System Outlet
the validation
process, return the or
certified photocopy Outlet Manager/
of the Marriage Chief, CRSD
Certificate submitted
for authentication
together with the
Rejection Slip to the
client.

5.2.1 Advice the

client to get another
certified photocopy
of the Marriage
Certificate from the
LCRO.
6. Proceed to the 6.1 Check the OR as None 10 Releaser,
Releasing Window to the scheduled minutes PSA Civil Registry
where the document date and time of System Outlet
owner’s /husband’s release.
name was called. Team Leader,

828
 6.2 Require the PSA Civil Registry
6.1 Present the claimant to System Outlet
ORIGINAL OR and present/submit the
other requirements. requirements and Outlet Supervisor,
check for PSA Civil Registry
System Outlet
correctness and
completeness or
before releasing the Outlet Manager/
request. Chief, CRSD
7. Check the 7.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil Registry
“Received by” System Outlet
7.1 Sign the portion and indicate
“Received by” the date of receipt at Team Leader,
PSA Civil Registry
portion at the back of the back of the AF. System Outlet
the AF and indicate the
date of receipt. 7.2 Ensure to write in Outlet Supervisor,
PRINT the name of PSA Civil Registry
the claimant, the System Outlet
type of ID presented,
ID number, releasing or
window number and Outlet Manager/
date and time of Chief, CRSD
release.

7.3 Stamp the OR as

“RELEASED” and
indicate the date of
release.

7.4 Affix the initials of

the Releasing
Officer in the OR.

7.5 Release the

document to the
claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 3.1 : AUTHENTICATION OF
MARRIAGE CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS
EXCLUSIVE OF QUEUEING TIME.

Service 4. Copy Issuance of Birth Record or Birth Certificate (Walk-in

clients) at PSA Civil Registry System– Provincial Outlet
Provision of copy of the birth document of an individual available in the PSA Civil Registry
Database (converted documents).

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.

829
By Type of Requester
1. Principal (Document Owner)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official authority Schools/Colleges/Universities
(1 original) (i.e., DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
2. Authorized Representative
Valid Identity Document (ID) of the document Document owner
owner complete with CLEAR PHOTO, FULL (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
NAME IN PRINT, SIGNATURE and issued by PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
an official authority (1 original and 1photocopy) PNP)

Reminder:

▪ For authorization letter/Special Power of

Attorney (SPA) received from abroad,
document owner should provide a
scanned/photocopy of the passport as valid
ID.
Valid Identity Document (ID) of the authorized Government Agencies, Non-Government
representative complete with CLEAR PHOTO, Organizations, Private entities,
FULL NAME IN PRINT, SIGNATURE and Schools/Colleges/Universities
issued by an official authority (1 original and(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
1 photocopy) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with
the following requirements:

1) written in a clean sheet of paper and dated;

2) indicate the type of document, the number
of copies and the specific details of the
document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the document
owner that matches his/her ID.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1copy)
3. Immediate Family Member of the
Document Owner: Spouse (Husband/Wife),
Direct Descendant (Son/Daughter), and
Biological or Legal Parent (Father/Mother)
Valid Identity Document (ID) of requesting Government Agencies, Non-Government
immediate family member of the document Organizations, Private entities,
owner complete with CLEAR PHOTO, FULL Schools/Colleges/Universities
NAME IN PRINT, SIGNATURE and issued by (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
an official authority (1 original and PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
1photocopy) PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1copy)
4. Special Cases Clients
4.1 Guardian of document owner who is a
minor or below 18 years of age.

830
Court decision assigning the requester as legal Clerk of the appropriate Court that rendered
guardian (1 original and/or photocopy) and/or; the decision

Duly notarized Affidavit of Guardianship (1 Lawyer/Notary Public

original) supported by any of the following:

5) Barangay Certification that the minor is in Office of the Barangay where the Guardian
the custody of the requesting party/guardian currently resides
(1 original)
6) School ID/Report Card of the minor that Educational institution recognized by the
indicates the name of the requester as Department of Education.
Guardian (1 original and 1 photocopy)
Valid Identity Document (ID) of the Guardian Government Agencies, Non-Government
complete with CLEAR PHOTO, FULL NAME IN Organizations, Private entities,
PRINT, SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original and 1 photocopy) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
4.2 Nearest of kin of a deceased person
(Brother/Sister/Grandparent)
Duly notarized Affidavit of Kinship (1 original) Lawyer/Notary Public
Valid Identity Document (ID) of the nearest of Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official authority (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
(1 original and 1 photocopy) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
5. Priority Clients
5.1 Senior Citizen requesting for his/her own
document, spouse, parents and
son/daughter
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or Local Government Units (LGUs), or
PHOTO, FULL NAME IN PRINT, SIGNATURE PhilID
and issued by an official authority (1 original)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
5.2 Physically Challenged Client/PWD
requesting for his/her own document,
spouse, parents and son/daughter
PWD ID Card complete with CLEAR PHOTO, National Council on Disability Affairs (NCDA)
FULL NAME IN PRINT, SIGNATURE and Office of the Mayor, Office of the Barangay,
issued by an official authority (1 original) Department of Social Welfare and
Development or other organization with
Memorandum of Agreement with the
Department of Health, or PhilID.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
5.3 Pregnant Woman requesting for her own
document, spouse, parents and
son/daughter

831
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued by Schools/Colleges/Universities
an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
6. First Time Job Seeker (RA 11261)

Reminder:

▪ Request for a copy issuance of birth

certificate cannot be delegated to a
representative and can only be availed once
Duly signed Barangay Certification from his/her Punong barangay or his/her authorized
place of residence (1 original) officer.
Oath of Undertaking executed by the First Time Office of the Barangay where the First Time
Job Seeker (1 original and 1 photocopy) Job Seeker currently resides
Valid Identity Document (ID) of the First Time Government Agencies, Educational
Job Seeker complete with CLEAR PHOTO, Institutions
FULL NAME IN PRINT, SIGNATURE and (i.e., or PhilID, DFA, LTO, PRC, IBP, GSIS,
issued by an official authority (1 original and SSS, PhilPost, Pag-IBIG, COMELEC, NBI,
1 photocopy) AFP, PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
7. Health and Emergency Frontline Service
Provider requesting for the copy issuance of
her own document, spouse, parents and
son/daughter
Employment ID of the Health and Emergency Public or private health and emergency
Frontline Service Provider complete with service providing institutions or organizations
CLEAR PHOTO, FULL NAME IN PRINT, (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
SIGNATURE and issued by an official and Provincial,City, and Rural Health Units,
authority(1 original) and Drug Abuse Treatment and Rehabilitation
Centers, Philippine Red Cross, World Health
Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Birth Certificate (White Form) accomplished in System Outlet
PRINTED LETTERS (1 copy)
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that QTN None 1 minute Information
Number (QTN) is ready for Marshal/Security
distribution Guard

Outlet Supervisor
PSA Civil Registry
System
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form - Birth Certificate necessary AF-Birth Marshall,
(White Form) from the Certificate is made PSA Civil Registry
AF dispenser and fill- available at the AF System Outlet
out the required dispenser.
Team Leader,
information in PSA Civil Registry
PRINTED LETTERS. System Outlet

Outlet Supervisor

832
 PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil Registry
requirements. System Outlet
3.1 Present the AF and
Team Leader,
the required documents 3.2 Return the AF and
PSA Civil Registry
to the screener for the ID(s) and/or System Outlet
completeness check. authorization
letter/SPA to the
requester as it will be
▪ First Time Job presented to the
Seeker, proceed to the Collecting Officer
Public Assistance and prior to the payment
Complaints Desk of corresponding
(PACD) fees.

For first time job

seeker:

3.3 Stamp the Care Officer,

submitted Public Assistance
requirements as and Complaints
officially “Received Desk (PACD), PSA
by” PSA. Endorse the Civil Registry
First Time Job System Outlet
Seeker to the Office
of the Outlet Outlet Supervisor,
PSA Civil Registry
Supervisor
System Outlet
3.4 Accept the or
requirements and Outlet Manager/
indicate therein the Chief, CRSD
date of receipt and
collect them. Attach
requirements to the
AF and label it as
“Pro-Bono.”

3.5 Record the

request in the
logbook for control
and reporting
purposes.
4. Proceed to the 4.1 Check the AF and Total Fee 10 minutes Collecting Officer,
payment window. the requirements. Php 155.00 PSA Civil Registry
per copy System Outlet
4.1 Submit the AF and 4.2 Encode the
Team Leader,
the required documents details of the Breakdown
PSA Civil Registry
to the Payment requests. : System Outlet
Window.
4.3 Accept the Processing
4.2 Pay the corresponding Fee:
corresponding fee for payment and -Php
the request. generate an Official 125.00
Receipt (OR).
Reminder:

833
▪ Check the details in 4.4 Indicate therein Document
the issued Official the date and ary Stamp
Receipt (OR). estimated time of Tax
release. -Php 30.00
▪ Make sure to count
the change before 4.5 Give the OR to Pursuant to
leaving the counter. the requester and RA 11261,
return the presented the
requirements as it willissuance of
be submitted to the one (1)
Releasing Officercopy of the
prior to the issuance birth
of the requested certificate
document. for a first
time job
For first time job seeker is to
Coordinator,
seeker: be issued Office of the Outlet
for FREE Supervisor,
▪ Remind him/her PSA Civil Registry
that he/she can System Outlet
avail of the free
copy issuance of
his/her birth from Outlet Supervisor,
the PSA only PSA Civil Registry
once. System Outlet

or
▪ Issue a claim stub
Outlet Manager/
to First Time Job Chief, CRSD
Seeker and
indicate therein
the date and
estimated time of
release.

4.6 Inform him/her to

wait for his/her name
to be called at the
Releasing Area.

For Priority Clients:

4.7 Write a “Priority

Lane or PL” in the AF
of the Priority Client
and instruct to remain
for the release of the
requested document
on Priority Lane
Releasing Window.

4.8 Forward the AF to

the Request Service
Officer (RSO) for
verification from the
Civil Registry System
(CRS) Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis Reminder: PSA Civil Registry
of details that has System Outlet
been written by the ▪ Processi
ng time

834
requester in the AF- maybe
Birth Certificate. extended
depending
As per business rule, on the
RSO must conduct result of
atleast five (5) unique verification
queries from the from the
CICA System CICA
pursuant to the System. Help Desk Officer
issued PSA Office Unisys Managed
Memorandum No. Services Corp.,
2021-139 dated
01 June 2021. Production and
Maintenance Unit
1.1.1 In the event that (PMU), Civil
Register
after verification,
Management
there are special Division (CRMD)
cases/situations that
needs to be
addressed/resolved
first by the concerned
Back-End Processing
Unit, RSO to log the
problem to the CRS
Help Desk System
(HDS) with the
following information:

- Image ID No.
- Transaction Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the image
is okay and ready for
printing.

1.1.3 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.1.4 TL to inform the

client on the situation
and on the
rescheduled date of
release.

1.2 Print the result of

the verification of the
request in CRS
Security Paper
(SECPA).

1.2.1 In case the

image of the birth
document from the

835
 CRS database is
blurred, RSO to
attach a note to the
AF-Birth Certificate
with a message
Barcode Controller,
“Blurred Image” to PSA Civil Registry
inform the Document System Outlet
Controller and
Matcher/Sorter.

1.3 Control the Sorter/Matcher,

printed document in PSA Civil Registry
SECPA in using the System Outlet
QMS Releasing
Manager application. Team Leader,
PSA Civil Registry
System Outlet
1.4 Match and sort
the printed document Outlet Supervisor,
with the PSA Civil Registry
corresponding AF- System Outlet
Birth Certificate.
or
1.5 Forward the Outlet Manager/
document ready for Chief, CRSD
release to the
Releasing Area.
5. Proceed to the 5.1 Announce in None 20 minutes Releaser,
Releasing Area and batch the names of PSA Civil Registry
wait for the document the document owners System Outlet
owner’s name to be and the type of
called. request that are Team Leader,
PSA Civil Registry
ready for release. System Outlet

Outlet Supervisor,
PSA Civil Registry
System Outlet

or
Outlet Manager/
Chief, CRSD
6. Proceed to the 6.1 Check the OR as None 10 minutes Releaser,
Releasing Window to the scheduled date PSA Civil Registry
where the document and time of release System Outlet
owner’s name was
Team Leader,
called. 6.2 Require the
PSA Civil Registry
claimant to System Outlet
6.1 Present the present/submit the
ORIGINAL OR and requirements and Outlet Supervisor,
other requirements. check for correctness PSA Civil Registry
and completeness System Outlet
before releasing the
request. or
Outlet Manager/
6.2.1 In case the Chief, CRSD
image of the birth
document from the
CRS Database is
blurred, Releaser/
Care Officer to
explain to the client
the quality of the
printed document.

836
 Reminder:

▪ The client must be

given an option for
a clearer copy of
the birth
document through
re-scanning of the
image.

6.2.2 If the client

agreed to have the
requested birth
document subjected
to re-scanning,
Releaser/Care
Officer to inform the
client on the re-
scheduled date of
release.

For first time job

seeker:
▪ First Time Job
Seeker present 6.3 Reflect result of
claim stub verification on the
logbook/excel file.

6.4 Ensure that the ID

and claim stub is
presented/ submitted
by the first time job
seeker.
7. Check the document. 7.1 Require the None 5 minutes Releaser,
claimant to sign the PSA Civil Registry
7.1 Sign the “Received “Received by” portion System Outlet
by” portion at the back at the back of the AF.
of the AF and indicate Team Leader,
PSA Civil Registry
the date of receipt. 7.2 Ensure to write in System Outlet
PRINT the name of
the claimant, the type Outlet Supervisor,
of ID presented, ID PSA Civil Registry
number, releasing System Outlet
window number and
date and time of or
release. Outlet Manager/
Chief, CRSD
7.3 Stamp the OR as
“RELEASED” and
indicate the date of
release.

7.4 Affix the initials of

the Releaser in the
OR.

7.5 Release the

requested document
to the claimant.

837
 For first time job
▪ First Time Job seeker:
Seeker sign in the
control logbook 7.6 Require the First
Time Job Seeker to
sign in the control
logbook.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 4.1: COPY ISSUANCE OF BIRTH
RECORD OR BIRTH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY
SYSTEM OUTLET (PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3)
HOURS EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:
In the event that after verfication, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit the following
processes will take place:
5) Outlet’s RSO log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No
- Transaction Number
- Complete details of the request
- Description of the problem
6) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
7) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.
8) TL to inform the client on the situation and on the re-scheduled date of release.

REMINDER:
Copy issuance of birth documents that fall under special cases/situations require several
actions/steps that need to be undertaken outside of the Civil Registry System Outlet to
be able to deliver the requested document to the client. In this connection the Service
Classification is changed from SIMPLE to COMPLEX.

SITUATION ACTION LOCATION REMARKS

1. Copy of birth 1. The copy of the
record from the birth record that
CRS Database have extra or excess
have extra or page(s) are not to
excess page(s) as be printed and
follows: issued to the clients.
• Foot print of the 1.1 RSO to log the
child problem to the CRS Help Desk Officer
• Photo of the Help Desk System Unisys Managed
document owner (HDS) with the Services Corp.,
• Marriage Contract following
of parents information:
• A record stamp - Image ID No.
with LCRs - Transaction
signature Number
• Other attachments - Complete details of
with foreign the request

838
 languages - Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

1.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.3 RSO to tag the

request for re-
scanning in the RV Production and Refer to Service 9.
Tracking System. Maintenance Unit Processing of Civil
(PMU), Registry
1.4 Document is for Civil Register Documents
pull-out from the Management Requiring Manual
Archive for re- Division Retrieval and Re-
scanning and other scanning from the
related processes. Central Archive
1.5 Outlet to wait for through Help Desk
the re-scanned System on page
image to be 223
uploaded to the
CRS Database.
1.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
2. RSO after 2. The mismatched
logging the details image should not be
based on the printed.
application form,
found another 2.1 RSO to log the Help Desk Officer
image of the birth problem to the CRS Unisys Managed
record from the Help Desk System Services Corp.
CRS Database (HDS) with the
even with the following
correct index details information:
(mismatched - Image ID No.
Image) - Transaction
Number
- Complete details of
the request
- Description of the
problem

839
 2.1.2 RSO to wait for
the notification from
the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

2.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

2.3 RSO to tag the

request for re- Production and Refer to Service 9.
scanning in the RV Maintenance Unit Processing of Civil
Tracking System. (PMU), Registry
Civil Register Documents
2.4 Document is for Management Requiring Manual
pull-out from the Division (CRMD) Retrieval and Re-
Archive for re-
scanning from the
scanning and other
Central Archive
related processes.
through Help Desk
2.5 Outlet to wait for System on page
the re-scanned 223
image to be
uploaded to the
CRS Database.
2.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
3. Image of the birth 3. The
record from the inverted/defective
CRS Database is image should not be
inverted or printed.
defective.
3.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:
- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

3.1.2 RSO to wait for

the notification from

840
 the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

3.3 RSO to tag the Production and

Maintenance Unit Refer to Service 9.
request for re- (PMU), Processing of Civil
scanning in the RV Civil Register Registry
Tracking System. Management
Documents
Division (CRMD)
3.4 Document is for Requiring Manual
pull-out from the Retrieval and Re-
Archive for re- scanning from the
scanning and other Central Archive
related processes. through Help Desk
System on page
3.5 Outlet to wait for
223
the re-scanned
image to be
uploaded to the
CRS Database.
3.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
4. Image of the birth 4. The
record from the corrupted/decrypted
CRS Database is image should not be
corrupted or printed.
decrypted (error in
viewing the image). 4.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:
- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

4.1.2 RSO to wait for

the notification from
the HDO if the

841
 image is okay and
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

4.3 RSO to tag the

request for re-
scanning in the RV Refer to Service 9.
Tracking System. Production and Processing of Civil
Maintenance Unit Registry
4.4 Document is for
(PMU), Documents
pull-out from the
Civil Register Requiring Manual
Archive for re-
Management Retrieval and Re-
scanning and other
Division (CRMD) scanning from the
related processes.
Central Archive
4.5 Outlet to wait for through Help Desk
the re-scanned System on page
image to be 223
uploaded to the
CRS Database.
4.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
5. Image of the 5. Blurred copies of
birth document from document/s from the
the CRS Database CRS database, if
is blurred (or with possible, should not
unreadable entries ) be issued to clients
and must undergo
re-scanning.
5.1 RSO to log the
problem to the CRS
Help Desk Officer
Help Desk System
Unisys Managed
(HDS) with the
Services Corp.
following
information:
- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

5.1.2 RSO to wait for

the notification from

842
 the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

5.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

5.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
5.4 Document is for
Production and Refer to Service 9.
pull-out from the
Maintenance Unit Processing of Civil
Archive for re-
(PMU), Registry
scanning and other
Civil Register Documents
related processes. Management Requiring Manual
5.5 Outlet to wait for Division (CRMD) Retrieval and Re-
the re-scanned scanning from the
image to be Central Archive
uploaded to the through Help Desk
CRS Database. System on page
223
5.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA)
REMINDER:
▪ The client must
be given an option to
request for a clearer
copy of the
document from the
concerned LCRO.
6. Double or 6. Double or multiple
multiple birth registration of a vital
records are event is not allowed.
available in the
6.1 RSO shall
CRS Database.
assess the records
and issue the timely
registered
document.
6.2 RSO shall
accomplish the
multiple registration
form.

843
 6.3 Log the
document details to
the CRS Help Desk
System for Bren
Linking.
6.4 HDO forwards to Help Desk Officer
concerned Back- Unisys Managed
End Unit for Services Corp.
appropriate action.
Production and
6.5 RSO to print the Maintenance Unit,
timely registered Civil Register
birth record in CRS Management
Security Paper Division (CRMD)
(SECPA).
7. Birth image has 7. All birth images
incorrect index in with incorrect
the CRS Database indices must be
updated and
submitted for
correction.
7.1 RSO to report
Production and Refer to Service 8.
and to submit the
Maintenance Unit, Processing of
necessary index
Civil Register Request for Index
correction through
Management Correction of Civil
the use of Vital
Division (CRMD) Registry
Event (F6) function
Documents in the
of the CICA System.
PSA Civil Registry
7.2 In the event that Database on page
Help Desk Officer
the index correction 221
Unisys Managed
has not yet been
Services Corp.
approved, RSO to
log the request to
the CRS Help Desk
System for follow
up.
REMINDER:
▪ It is only after the
request for index
correction has been
approved that the
RSO can command
the printing of the
result of verification.
8. Verification from 8. In the event that
the CRS Database the RSO, even after
resulted to Negative thorough
Certification but investigation from
with previously the CRS Database,
issued birth record. resulted to the
issuance of a
Negative
Certification but the
client claims and
has proof that
he/she was

844
 previously issued a
copy, it could be that
the document was
not scanned and
enrolled in the CRS
Database.
8.1 PACD/Care Care Officer,
Officer to require a Public Assistance
photocopy of and Complaints Desk
previously issued (PACD), PSA Civil
document from the Registry System
client. Outlet

8.2 PACD/Care
Officer to inform the
client that his/her
request will undergo
manual verification.
8.3 Care Officer to
re-schedule the date
of release.
8.4 RSO to log the Production and
problem in the RV Maintenance Unit
Tracking System PMU), Civil Register
with the detailed Management
Division (CRMD)
description of the
problem and the
date when the client
was able to get the
copy of the
document and
request for manual
verification and re-
scanning of the birth
document if
available.
8.5 Outlet to wait for
the result of the
forwarded request
for manual
verification from
Production and
Maintenance Unit
(PMU).
8.6 RSO to print the
result of the manual
verification in CRS
Security Paper
(SECPA)
TOTAL ESTIMATED PROCESSING TOME FOR SERVICE 4.1: COPY ISSUANCE
OF BIRTH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (PSA OPERATED), UNDER SPECIAL CASES/SITUATIONS, IS SEVEN (7)
DAYS.

845
Service 5. Copy Issuance of Death Certificate (Walk-in clients) at PSA
Civil Registry System – Provincial Outlet
Provision of copy of the death certificate of the deceased person available in the PSA
Civil Registry System (CRS) Database (converted documents).

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry
scanned QR Code Covid19 Tracker in Outlets.
compliance with Inter-Agency Task Force for
Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
By Type of Requester
1. Principal (Spouse, Parent, Son /
Daughter)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, PhilPost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
2. Special Case Clients
2.1 Nearest of kin of a deceased person
(other than the Spouse, Parent,
Son/Daughter)
Duly notarized Affidavit of Kinship (1 original) Lawyer/Notary Public
Valid Identity Document (ID) of the nearest of
Government Agencies, Non-Government
kin requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, PhilPost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
2.2 Guardian of the deceased person,
below 18 years old (minor)
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the following:

5) Barangay Certification that the deceased Office of the Barangay where the Guardian
was living with the requesting party as currently resides.
his/her guardian at the time of death
(1 original)

846
6) School ID/Report Card of the minor that Educational institution recognized by the
indicates the name of the requester as Department of Education.
Guardian (1 original and 1 photocopy)
Valid Identity Document (ID) of the guardian Government Agencies, Non-Government
requesting the document complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
3. Priority Clients
3.1 Senior Citizen requesting for the death
certificate of his/her spouse, parent and
son/daughter
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or local government units (LGUs)
PHOTO, FULL NAME IN PRINT, where the Senior Citizen resides, or PhilID,
SIGNATURE and issued by an official
authority (1 original)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
3.2 Physically Challenged Client/PWD
requesting for the death certificate of
his/her spouse, parents and son/daughter
PWD ID Card complete with CLEAR PHOTO, National Council on Disability Affairs
FULL NAME IN PRINT, SIGNATURE and (NCDA) Office of the Mayor, Office of the
issued by an official authority (1 original) Barangay, Department of Social Welfare
and Development or other organization with
Memorandum of Agreement with the
Department of Health, or PhilID.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
3.3 Pregnant Woman requesting for the
death certificate of her own spouse,
parents and son/daughter
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, FULL Organizations, Private entities,
NAME IN PRINT, SIGNATURE and issued by Schools/Colleges/Universities
an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP,PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS (1
copy)
3.4 Health and Emergency Frontline
Service Provider requesting for a copy of
document of spouse, parents and
son/daughter
Employment ID of the Health and Emergency (i.e. DOH, DOH Hospitals, Hospitals of
Frontline Service Provider complete with LGUs, and Provincial,City, and Rural Health
CLEAR PHOTO, FULL NAME IN PRINT, Units, and Drug Abuse Treatment and
SIGNATURE and issued by an official Rehabilitation Centers, Philippine Red
authority(1 original) Cross, World Health Organization, Health

847
 Maintenance Organizations, Philippine
Health Insurance Corporation, NDRRMC)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Death Certificate (Yellow Form) System Outlet
accomplished in PRINTED LETTERS (1
copy)
FEES TO PROCESSI PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID NG TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that QTN None 1 minute Information
Number (QTN) is ready for Marshal/Security
distribution Guard

Outlet Supervisor
PSA Civil
Registry System
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form - Death necessary AF-Death Marshall,
Certificate (Yellow Certificate is made PSA Civil
Form) from the AF available at the AF Registry System
Outlet
dispenser and fill-out dispenser.
the required Team Leader,
information in PSA Civil
PRINTED Registry System
LETTERS. Outlet

Outlet Supervisor
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the AF and None 10 minutes Screener,
screening area. the requirements. PSA Civil
Registry System
3.1 Present the AF 3.2 Return the ID(s) Outlet
and the required and/or authorization
Team Leader,
documents to the letter/SPA to the PSA Civil
screener for requester as it will be Registry System
completeness check. presented and Outlet
submitted to the
Collecting Officer Outlet Supervisor,
prior to the issuance PSA Civil
of the requested Registry System
document. Outlet

or
Outlet Manager/
Chief, CRSD
4. Proceed to the 4.1 Check the AF and Total Fee 10 minutes Collecting Officer,
payment window. the requirements. Php PSA Civil
155.00 per Registry System
4.1 Submit the AF 4.2 Encode the details copy Outlet
and the required of the requests.
Team Leader,
documents to the Breakdow PSA Civil
Payment Window. 4.3 Accept the n: Registry System
corresponding Outlet
4.2 Pay the payment and Processin
corresponding fee for generate an Official g Fee: Outlet Supervisor,
the request. Receipt (OR). - Php PSA Civil
125.00 Registry System
Reminder: Outlet

848
 4.4 Indicate therein Document or
▪ Check the the date and ary Stamp Outlet Manager/
details in the estimated time of Tax Chief, CRSD
issued Official release.
Receipt (OR). - Php
4.5 Give the OR to the 30.00
▪ Make sure to requester and return
count the the presented
change before requirements as it will
leaving the be submitted to the
counter. Releasing Officer
prior to the issuance
of the requested
document.

For Priority Clients:

4.6 Write a “Priority

Lane or PL” in the AF
of the Priority Client
and instruct to remain
for the release of the
requested document
on Priority Lane
Releasing Windows

4.7 Forward the AF to

the Request Service
Officer (RSO) for
verification from the
Civil Registry System
(CRS) Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis Reminder: PSA Civil
of details that has Registry System
been written by the Processing Outlet
requester in the AF. time maybe
extended
As per business rule, depending
RSO must conduct on the
atleast five (5) unique result of
queries from the CICA verification
System pursuant to from the
the issued PSA Office CICA
Memorandum No. System Help Desk Officer
2021-139 dated Unisys Managed
01 June 2021. Services Corp.

Production and
1.1.1 In the event that Maintenance Unit
after verification, (PMU), Civil
there are special Register
cases/situations that Management
needs to be Division (CRMD)
addressed/resolved
first by the concerned
Back-End Processing
Unit, RSO to log the
problem to the CRS
Help Desk System
(HDS) with the
following information:

849
- Image ID No
- Transaction Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the image
is okay and ready for
printing.

1.1.3 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.1.4 TL inform the

client on the situation
and on the
rescheduled date of
release

1.2 Print the result of

the verification of the
request in CRS
Security Paper
(SECPA).

1.2.1 In case, the

image of the death
document from the
CRS database is
blurred, RSO to
attach a note to the
AF-Death Certificate
with a message
“Blurred Image” to
inform the Document Barcode
Controller and Controller,
Matcher/Sorter PSA Civil
Registry System
1.3 Control the printed Outlet
document in SECPA
using the QMS Sorter/Matcher,
Releasing Manager PSA Civil
application. Registry System
Outlet
1.4 Match and sort the
printed document with Team Leader,
the corresponding AF. PSA Civil
Registry System
1.5 Forward the Outlet
document ready for
release to the Outlet
Releasing Area. Supervisor,
PSA Civil
Registry System
Outlet

850
 or
Outlet Manager/
Chief, CRSD
5. Proceed to the 5.1 Announce in None 20 minutes Releaser,
Releasing Area and batch the document PSA Civil
wait for the the owner’s/ deceased Registry System
deceased person’s person’s names and Outlet
name of to be called. the type of document
Team Leader,
being requested that PSA Civil
are ready for release. Registry System
Outlet

Outlet Supervisor,
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
6. Proceed to the 6.1 Check the OR as None 10 minutes Releaser,
Releasing Window to the scheduled date PSA Civil
where the deceased and time of release. Registry System
person’s name Outlet
was called. 6.2 Require the
Team Leader,
claimant to PSA Civil
6.1 Present the present/submit the Registry System
ORIGINAL OR and requirements and Outlet
other requirements. check for correctness
and completeness Outlet Supervisor,
before releasing the PSA Civil
request. Registry System
Outlet
6.2.1 In case, the
image of the death or
Outlet Manager/
document from the
Chief, CRSD
CRS Database is
blurred,
Releaser/Care Officer
to explain to the client
the quality of the
printed document.

Reminder:

▪ The client must be

given an option to
have a clearer copy of
the death document
through re-scanning
of the image.

6.2.2 If the client

agreed to have the
requested death
document be
subjected to re-
scanning,
Releaser/Care Officer
to inform the client on

851
 the re-scheduled date
of release.
7. Check the 7.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil
“Received by” portion Registry System
7.1 Sign the and indicate the date Outlet
“Received by” of receipt at the back
Team Leader,
portion at the back of of the AF. PSA Civil
the AF and indicate Registry System
the date of receipt. 7.2 Ensure to write in Outlet
PRINT the name of
the claimant, the type Outlet Supervisor,
of ID presented, ID PSA Civil
number, releasing Registry System
window number and Outlet
date and time of
release. or
Outlet Manager/
Chief, CRSD
7.3 Stamp the OR as
“RELEASED” and
indicate the date of
release.

7.4 Affix the initials of

the Releasing Officer
in the OR.

7.5 Release the

requested document
to the claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 5.1 : COPY ISSUANCE OF
DEATH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3)
HOURS EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:
In the event that after verification, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit the following
processes will take place:
9) Outlet’s RSO to log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No.
- Transaction Number
- Complete details of the request
- Description of the problem
10) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
11) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.
12) TL to inform the client on the situation and on the re-scheduled date of release.

REMINDER:
Copy issuance of death documents that fall under special cases/situations require several
actions/steps that need to be undertaken outside of the Civil Registry System Outlet to
be able to deliver the requested document to the client. In this connection the Service
Classification is changed from SIMPLE to COMPLEX.

852
 SITUATION ACTION LOCATION REMARKS
1. Copy of death 1. The copy of the
record from the death record that
CRS Database have extra or excess
have extra or page(s) are not to
excess page(s). be printed and
issued to the clients.
1.1 RSO to log the
problem to the CRS Help Desk Officer
Help Desk System Unisys Managed
(HDS) with the Services Corp.
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

1.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
1.4 Document is for
pull-out from the Refer to Service 9.
Archive for re- Production and Processing of Civil
scanning and other Maintenance Unit Registry
related processes. (PMU), Documents
Civil Register
1.5 Outlet to wait for Requiring Manual
Management
the re-scanned Retrieval and Re-
Division (CRMD)
image to be scanning from the
uploaded to the Central Archive
CRS Database. through Help Desk
System on page
1.6 RSO to print the 223
re-scanned image in

853
 CRS Security Paper
(SECPA).
2. RSO after 2. The mismatched
logging the details image should not be
based on the printed.
application form,
found another 2.1 RSO to log the Help Desk Officer
image of the death problem to the CRS Unisys Managed
record from the Help Desk System Services Corp.
CRS Database (HDS) with the
even with the following
correct index details information:
(mismatched
Image) - Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

2.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

2.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

2.3 RSO to tag the

request for re- Production and Refer to Service 9.
scanning in the RV Maintenance Unit Processing of Civil
Tracking System. (PMU), Registry
Civil Register
2.4 Document is for Documents
Management
pull-out from the Requiring Manual
Division (CRMD)
Archive for re- Retrieval and Re-
scanning and other scanning from the
related processes. Central Archive
through Help Desk
2.5 Outlet to wait for System on page
the re-scanned 223
image to be
uploaded to the
CRS Database.
2.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).

854
3. Image of the 3. The
death record from inverted/defective
the CRS Database image should not be
is inverted or printed.
defective.
3.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

3.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.
Refer to Service 9.
3.3 RSO to tag the
Production and Processing of Civil
request for re-
Maintenance Unit Registry
scanning in the RV
(PMU), Documents
Tracking System.
Civil Register Requiring Manual
3.4 Document is for Management Retrieval and Re-
pull-out from the Division (CRMD) scanning from the
Archive for re- Central Archive
scanning and other through Help Desk
related processes. System on page
223
3.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
3.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).

855
4. Image of the 4. The
death record from corrupted/decrypted
the CRS Database image should not be
is corrupted or printed.
decrypted (error in
viewing the image). 4.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- - Description of the
problem

4.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

4.3 RSO to tag the

request for re- Refer to Service 9.
Production and
scanning in the RV Maintenance Unit Processing of Civil
Tracking System. (PMU), Registry
Civil Register Documents
4.4 Document is for
Management Requiring Manual
pull-out from the
Division (CRMD) Retrieval and Re-
Archive for re-
scanning from the
scanning and other
Central Archive
related processes.
through Help Desk
4.5 Outlet to wait for System on page
the re-scanned 223
image to be
uploaded to the
CRS Database.
4.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).

856
5. Image of the 5. Blurred copies of
death document document/s from the .
from the CRS CRS database, if
Database is blurred possible, should not
(or with unreadable be issued to clients
entries ) and must undergo
re-scanning.
5.1 RSO to log the
problem to the CRS Help Desk Officer
Help Desk System Unisys Managed
(HDS) with the Services Corp.
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

5.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

5.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

5.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
5.4 Document is for Production and Refer to Service 9.
pull-out from the Maintenance Unit Processing of Civil
Archive for re- (PMU), Registry
scanning and other Civil Register Documents
related processes. Management Requiring Manual
Division (CRMD) Retrieval and Re-
5.5 Outlet to wait for scanning from the
the re-scanned Central Archive
image to be through Help Desk
uploaded to the System on page
CRS Database. 223
5.6 RSO to print the
re-scanned image in

857
 CRS Security Paper
(SECPA)
REMINDER:
▪ The client must
be given an option to
request for a clearer
copy of the
document from the
concerned LCRO.
6. Image of the 6. All death images
death document with incorrect
has incorrect index indices must be
in the CRS updated and
Database. submitted for
correction.
6.1 RSO to report Production and Refer to Service 8.
and to submit the Maintenance Unit Processing of
necessary index (PMU), Civil Request for Index
correction through Register Correction of Civil
the use of Vital Management Registry
Event (F6) function Division (CRMD) Documents in the
of the CICA System. PSA Civil Registry
Database on page
6.2 In the event that Help Desk Officer 221
the index correction Unisys Managed
has not yet been Services Corp.
approved, RSO to
log the request to
the CRS Help Desk
System for follow
up.
REMINDER:
▪ It is only after
the request for index
correction has been
approved that the
RSO can command
the printing of the
result of verification.
7. Verification from 7. In the event that
the CRS Database the RSO, even after
resulted to Negative thorough verification
Certification but from the CRS
with previously Database resulted
issued death to the issuance of a
record. Negative
Certification but the
client claims and
has proof that
he/she was
previously issued a
copy, it could be that
the document was
not scanned and

858
 enrolled in the CRS
Database.
Care Officer,
7.1 Care Officer to Public Assistance and
require a photocopy Complaints Desk
(PACD), PSA Civil
of previously issued Registry System
document from the Outlet
client.
7.2 Care Officer to
inform the client that
his/her request will
undergo manual
verification.
7.3 Care Officer to
re-schedule the date
of release. Production and Refer to Service 9.
Maintenance Unit Processing of Civil
7.4 RSO to log the PMU), Civil Register Registry
problem in the RV Management Division Documents
Tracking System (CRMD)
Requiring Manual
with the detailed
Retrieval and Re-
description of the
scanning from the
problem and the
Central Archive
date when the client
through Help Desk
was able to get the
System on page
copy of the
223
document and
request for manual
verification and re-
scanning of the
death document if
available.
7.5 Outlet to wait for
the result of the
forwarded request
for manual
verification from
Production and
Maintenance Unit
(PMU).
7.6 RSO to print the
result of the manual
verification in CRS
Security Paper
(SECPA).
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 5.1: COPY ISSUANCE OF DEATH
CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM OUTLET (PSA
OPERATED), UNDER SPECIAL CASES/SITUATIONS, IS SEVEN (7) DAYS.

859
Service 6. Copy Issuance of Marriage Certificate (Walk-in clients) at
PSA Civil Registry System– Provincial Outlet
Provision of copy of the Contract of Marriage between two individuals available in the
PSA Civil Registry Database (converted documents).

Office or Division: Civil Registration Services Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force
for Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
By Type of Requester
1. Principal (Spouses/Husband and
Wife)
Valid Identity Document (ID) of any of the Government Agencies, Non-Government
contracting parties complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
– Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
2. Direct Descendant (Son/Daughter)
Valid Identity Document (ID) of the direct Government Agencies, Non-Government
descendant of the contracting parties Organizations, Private entities,
complete with CLEAR PHOTO, FULL Schools/Colleges/Universities
NAME IN PRINTS, SIGNATURE and (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
issued by an official authority (1 original and PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
1 photocopy). PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
– Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
3. Nearest of kin, if both contracting
parties are deceased (Biological or
Legal Parent/Brother/Sister/
Grandparent)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original)
Valid Identity Document (ID) of the nearest Government Agencies, Non-Government
of kin requesting the document complete Organizations, Private entities,
with CLEAR PHOTO, FULL NAME IN Schools/Colleges/Universities
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
official authority (1 original and 1 PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
photocopy) PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
4. Authorized Representative

860
Valid Identity Document (ID) of any of the Any of the contracting parties (husband or
contracting parties (husband or wife) wife) authorizing the representative.
authorizing the representative complete
with CLEAR PHOTO, FULL NAME IN Valid ID of any of the contracting parties
PRINT, SIGNATURE and issued by an should be issued by Government Agencies,
official authority (1 original and Non-Government Organizations, Private
1 photocopy) entities, Schools/Colleges/Universities
(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
Reminder: PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
▪ For Authorization letter/Special Power
of Attorney (SPA) received from abroad,
document owner should provide a
scanned/photocopy of the passport as
valid ID.
Valid Identity Document (ID) of the Government Agencies, Non-Government
authorized representative complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT Schools/Colleges/Universities
and SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original and 1 photocopy) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Authorization letter or duly notarized Any of the contracting parties (husband or
Special Power of Attorney (1 original) wife) authorizing the representative
complying with the following requirements:

1) written in a clean sheet of paper and

dated;
2) indicates the type of document, the
number of copies and the specific
details of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bears the fresh signature of any of the
contracting parties (husband or wife)
that matches his/her valid ID.
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
5. Priority Clients
5.1 Senior Citizen requesting for his/her
own marriage document and his/her
parents
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age with CLEAR PHOTO, and/or local government units (LGUs) or
FULL NAME IN PRINT, SIGNATURE and PhilID.
issued by an official authority (1 original)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
5.2 Physically Challenged Client/PWD
requesting for his/her marriage
document and his/her parents
PWD ID Card complete with CLEAR National Council on Disability Affairs (NCDA)
PHOTO, FULL NAME IN PRINT, Office of the Mayor, Office of the Barangay,
SIGNATURE and issued by an official Department of Social Welfare and
authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health, or PhilID.

861
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
– Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
5.3 Pregnant Woman requesting for her
own marriage document and her parents
Valid Identity Document (ID) of the Government Agencies, Non-Government
pregnant woman complete with CLEAR Organizations, Private entities,
PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
authority (1 original) PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
6. First Time Job Seeker (RA 11261)

Reminder:

▪ Request for a copy issuance of

marriage certificate cannot be delegated
to a representative and can only be
availed once
Duly signed Barangay Certification from Punong barangay or his/her authorized officer
his/her place of residence (1 original)
Oath of Undertaking executed by the First Office of the Barangay where the First Time
Time Job Seeker (1 original and 1 Job Seekers currently resides
photocopy)
Valid Identity Document (ID) of the first time Government Agencies, Educational
job seeker with PHOTO, FULL NAME IN Institutions
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS,
official authority (1 original and PhilPost, Pag-IBIG, COMELEC, NBI, AFP,
1 photocopy) PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
7. Health and Emergency Frontline
Service Provider requesting for copy
issuance of her own document, spouse,
parents and son/daughter
Employment ID of the Health and Public or private health and emergency
Emergency Frontline Service Provider service providing institutions or organizations
complete with CLEAR PHOTO, FULL (i.e. DOH, DOH Hospitals, Hospitals of LGUs,
NAME IN PRINT, SIGNATURE and issued and Provincial,City, and Rural Health Units,
by an official authority(1 original) and Drug Abuse Treatment and Rehabilitation
Centers, Philippine Red Cross, World Health
Organization, Health Maintenance
Organizations, Philippine Health Insurance
Corporation, NDRRMC)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
- Marriage Certificate (Pink Form) System Outlet
accomplished in PRINTED LETTERS
(1 copy)
AGENCY FEES TO PROCESS PERSON
CLIENT STEPS
ACTIONS BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that None 1 minute Information
Number (QTN) QTN is ready for Marshal/Security
distribution Guard

Outlet Supervisor

862
 PSA Civil
Registry System
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form - Marriage necessary AF- Marshal,
Certificate (Pink Marriage Certificate PSA Civil
Form) from the AF is made available at Registry System
dispenser and fill-out the AF dispenser. Outlet
the required Team Leader,
information in PSA Civil
PRINTED Registry System
LETTERS. Outlet

Outlet Supervisor
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil
requirements. Registry System
3.1 Present the AF Outlet
and the required 3.2 Return the ID(s)
documents to the and/or authorization
screener for letter/SPA to the
completeness check. requester as it will
be presented and
submitted to the
Releasing Officer
▪ First Time Job prior to the issuance
Seeker, proceed to of the requested
the Public document.
Assistance and
Complaints Desk For first time job
(PACD) seeker:

3.3 Stamp the

submitted
requirements as Care Officer,
officially “Received Public Assistance
by” PSA. Endorse and Complaints
the First Time Job Desk (PACD),
Seeker to the Office PSA Civil
of the Outlet Registry System
Supervisor. Outlet

3.4 Accept the

requirements and
indicate therein the
date of receipt and Coordinator,
collect them. Attach Office of the
requirements to the Outlet Supervisor,
AF and label it as PSA Civil
Pro-Bono. Registry System
Outlet
3.5 Record the
Team Leader,
request in the PSA Civil
logbook for control Registry System
and reporting Outlet
purposes.
Outlet Supervisor,

863
 PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
4. Proceed to the 4.1 Check the AF Total Fee 10 minutes Collecting Officer,
payment window. and the Php 155.00 PSA Civil
requirements. per copy Registry System
4.1 Submit the AF Outlet
and the required 4.2 Encode the Breakdown:
Team Leader,
documents to the details of the PSA Civil
Payment Window. requests. Processing Registry System
Fee: Outlet
4.2 Pay the 4.3 Accept the - Php 125.00
corresponding fee for corresponding
the request. payment and Documentar
generate an Official y Stamp Tax
Reminder: Receipt (OR). - Php 30.00

▪ Check the details 4.4 Indicate therein

in the issued the date and
Official Receipt estimated time of
(OR). release.

▪ Make sure to 4.5 Give the OR to

count the change the requester and
before leaving the return the
counter. presented
requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
requested
document.

For first time job Pursuant to

seeker: RA 11261,
the issuance
▪ Remind him/her of (1) one
that he/she can copy of Coordinator,
avail of the free marriage Office of the
Outlet Supervisor,
copy issuance of certificate of
PSA Civil
his/her marriage a first time Registry System
certificate from job seeker is Outlet
the PSA only to be issued
once. for FREE
Outlet Supervisor,
4.3 Issue a claim PSA Civil
stub to First Time Registry System
Job Seeker and Outlet
indicate therein the
date and estimated
or
time of release.
Outlet Manager/
Chief, CRSD
4.4 Inform him/her
to wait for his/her
name to be called at
the Releasing Area.

864
 For Priority
Clients:

4.5 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct
to remain for the
release of the
requested
document on
Priority Lane
Releasing Windows

4.6 Forward the AF

to the Request
Service Officer
(RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES 1.1 Verify from the None 2 hours Request Service
THE REQUEST CRS database the Officer,
request on the basis Reminder: PSA Civil
of details that has Registry System
been written by the ▪ Process Outlet
requester in the AF. ing time
maybe
As per business extended
rule, RSO must depending
conduct atleast five on the
(5) unique queries result of
from the CICA verification
System pursuant to from the
the issued PSA CICA
Office System
Memorandum No.
Help Desk Officer
2021-139 dated Unisys Managed
01 June 2021. Services Corp.

1.1.1 In the event Production and

that after Maintenance Unit
verification, there (PMU), Civil
are special Register
cases/situations Management
that needs to be Division (CRMD)
addressed/resolved
first by the
concerned Back-
End Processing
Unit, RSO to log the
problem to the CRS
Help Desk System
(HDS) with the
following
information:

- Image ID No
- Transaction
Number

865
- Complete details
of the request
- Description of the
problem

1.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

1.1.3 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

1.1.4 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.2 RSO to print the

result of the
verification of the
request in CRS
Security Paper
(SECPA).

1.2.1 In case, the

image of the
marriage document
from the CRS
database is blurred,
RSO to attach a
note to the AF-
Marriage Certificate
with a message
“Blurred Image” to
inform the Barcode
Document Controller,
Controller and PSA Civil
Matcher/Sorter. Registry System
Outlet
1.3 Control the
printed document in Sorter/Matcher,
SECPA using the PSA Civil
Registry System
QMS Releasing
Outlet
Manager
application. Team Leader,
PSA Civil
1.4 Match and sort Registry System
the printed Outlet
document with the
corresponding AF. Outlet Supervisor,
PSA Civil
1.5 Forward the Registry System
document ready for Outlet
release to the
or
Releasing Area. Outlet Manager/
Chief, CRSD

866
5. Proceed to the 5. Announce in None 20 minutes Releaser,
Releasing Area and batch the names of PSA Civil
wait for the name of document owners Registry System
document owner and the type of Outlet
(husband’s name) to requests that are
Team Leader,
be called. ready for release. PSA Civil
Registry System
Outlet

Outlet Supervisor,
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
6. Proceed to the 6.1 Check the OR None 10 minutes Releaser,
Releasing Window as to the scheduled PSA Civil
where the client’s date and time of Registry System
name was called release. Outlet

Team Leader,
6.1 Present the 6.2 Require the PSA Civil
ORIGINAL OR and claimant to present/ Registry System
other requirements. submit the Outlet
requirements and
check for Outlet Supervisor,
correctness and PSA Civil
completeness Registry System
before releasing the Outlet
request.
or
Outlet Manager/
6.2.1 In case the
Chief, CRSD
image of the
marriage document
from the CRS
Database is blurred,
Care Officer to
explain to the client
the quality of the
printed document.

Reminder:

▪ The client must

be given an
option to have a
clearer copy of
the marriage
document
through re-
scanning of the
image.

6.2.2 If the client

agreed to have the
requested marriage
document be
subjected to re-
scanning, Care
Officer to inform the
client on the re-

867
 scheduled date of
release.

For first time job

seeker:
6.3 Reflect the
6.2 First Time Job result of verification
Seeker to present on the logbook/
claim stub excel file.

6.4 Ensure that the

ID and claim stub is
submitted by the
first time job seeker.
7. Check the 7.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil
“Received by” Registry System
7.1 Sign the portion and indicate Outlet
“Received by” the date of receipt
Team Leader,
portion at the back of at the back of the PSA Civil
the AF and indicate AF. Registry System
the date of receipt. Outlet
7.2 Ensure to write
in PRINT the name Outlet Supervisor,
of the claimant, the PSA Civil
type of ID Registry System
presented, ID Outlet
number, releasing
window number and or
Outlet Manager/
date and time of
Chief CRSD
release.

7.3 Stamp the OR

as “RELEASED”
and indicate the
date of release.

7.4 Affix the initials

of the Releaser in
the OR.

7.5 Release the

requested
document to the
claimant.

For first time job

seeker:

7.2 First Time Job 7.6 Require the

Seeker to sign in the First Time Job
control logbook Seeker to sign in
the control logbook.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 6.1: COPY ISSUANCE OF
MARRIAGE CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM
OUTLET (PSA OPERATED), UNDER NORMAL CIRCUMSTANCES, IS THREE (3)
HOURS EXCLUSIVE OF QUEUEING TIME.

Special Cases/Situations:

868
In the event that after verfication, there are special cases/situations that needs to be
addressed/resolved first by the concerned Back-End Processing Unit the following
processes will take place:
13) Outlet’s RSO to log the problem to the CRS Help Desk System (HDS) with the
following information:
- Image ID No.
- Transaction Number
- Complete details of the request
- Description of the problem
14) RSO to wait for the notification from the HDO if the image is okay and ready for
printing.
15) In case the situation cannot be resolved within the day, RSO to inform the TL and
OS.
16) TL to inform the client on the situation and on the re-scheduled date of release.

REMINDER:
Copy issuance of marriage documents that fall under special cases/situations require
several actions/steps that need to be undertaken outside of the Civil Registry System
Outlet to be able to deliver the requested document to the client. In this connection the
Service Classification is changed from SIMPLE to COMPLEX.

SITUATION ACTION LOCATION REMARKS

1. Copy of marriage 1. The copy of the
record from the marriage record that
CRS Database have extra or excess
have extra or page(s) are not to
excess page(s). be printed and
issued to the clients.
1.1 RSO to log the
problem to the CRS
Help Desk System
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

1.1.2 RSO to wait for

the notification from
the HDO if the Help Desk Officer
image is okay and Unisys Managed
ready for printing. Services Corp.

1.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

869
 1.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

1.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
1.4 Document is for
pull-out from the
Archive for re- Refer to Service 9.
Production and Processing of Civil
scanning and other
Maintenance Unit Registry
related processes.
(PMU),
Documents
1.5 Outlet to wait for Civil Register
Requiring Manual
the re-scanned Management
Retrieval and Re-
image to be Division (CRMD)
scanning from the
uploaded to the Central Archive
CRS Database. through Help Desk
1.6 RSO to print the System on page
re-scanned image in 223
CRS Security Paper
(SECPA).

2. RSO after 2. The mismatched

logging the details image should not be
based on the printed.
application form,
found another 2.1 RSO to log the
problem to the CRS Help Desk Officer
image of the Unisys Managed
marriage record Help Desk System
(HDS) with the Services Corp.
from the CRS
Database even with following
the correct index information:
details
(mismatched - Image ID No.
Image) - Transaction
Number
- Complete details of
the request
- Description of the
problem

2.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

2.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

870
 2.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

2.3 RSO to tag the

request for re-
scanning in the RV
Tracking System. Refer to Service 9.
2.4 Document is for Production and Processing of Civil
pull-out from the Maintenance Unit Registry
Archive for re- (PMU), Documents
scanning and other Civil Register Requiring Manual
related processes. Management Retrieval and Re-
Division (CRMD) scanning from the
2.5 Outlet to wait for Central Archive
the re-scanned through Help Desk
image to be System on page
uploaded to the 223
CRS Database.
2.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
3. Image of the 3. The
marriage record inverted/defective
from the CRS image should not be
Database is printed.
inverted or
defective. 3.1 RSO to log the Help Desk Officer
problem to the CRS Unisys Managed
Help Desk System Services Corp.
(HDS) with the
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

3.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

3.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

871
 3.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.
Refer to Service 9.
3.3 RSO to tag the Processing of Civil
Production and
request for re- Maintenance Unit Registry
scanning in the RV (PMU), Documents
Tracking System. Civil Register Requiring Manual
Management Retrieval and Re-
3.4 Document is for Division (CRMD) scanning from the
pull-out from the Central Archive
Archive for re- through Help Desk
scanning and other System on page
related processes. 223
3.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
3.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
4. Image of the 4. The
marriage recordcorrupted/decrypted
from the CRS image should not be
Database isprinted.
corrupted or
decrypted (error in 4.1 RSO to log the
viewing the image). problem to the CRS
Help Desk System
(HDS) with the
following
information:

-Image ID No. Help Desk Officer

-Transaction Unisys Managed
Number Services Corp.
-Complete details of
the request
-Description of the
problem

4.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

4.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.2.1 TL to inform
the client on the

872
 situation and on the Production and Refer to Service 9.
rescheduled date of Maintenance Unit Processing of Civil
release. (PMU), Registry
Civil Register Documents
4.3 RSO to tag the Management Requiring Manual
request for re- Division (CRMD) Retrieval and Re-
scanning in the RV scanning from the
Tracking System. Central Archive
through Help Desk
4.4 Document is for
System on page
pull-out from the
223
Archive for re-
scanning and other
related processes.
4.5 Outlet to wait for
the re-scanned
image to be
uploaded to the
CRS Database.
4.6 RSO to print the
re-scanned image in
CRS Security Paper
(SECPA).
5. Image of the 5. Blurred copies of
marriage document document/s from the
from the CRS CRS database, if
Database is blurred possible, should not
(or with unreadable be issued to clients
entries ) and must undergo
re-scanning.
5.1 RSO to log the
problem to the CRS
Help Desk Officer
Help Desk System
Unisys Managed
(HDS) with the
Services Corp.
following
information:

- Image ID No.
- Transaction
Number
- Complete details of
the request
- Description of the
problem

5.1.2 RSO to wait for

the notification from
the HDO if the
image is okay and
ready for printing.

5.2 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

873
 5.2.1 TL to inform
the client on the
situation and on the
rescheduled date of
release.

5.3 RSO to tag the

request for re-
scanning in the RV
Tracking System.
Refer to Service 9.
5.4 Document is for Production and
Processing of Civil
pull-out from the Maintenance Unit
(PMU), Registry
Archive for re-
Civil Register Documents
scanning and other
Management Requiring Manual
related processes.
Division (CRMD) Retrieval and Re-
5.5 Outlet to wait for scanning from the
the re-scanned Central Archive
image to be through Help Desk
uploaded to the System on page
CRS Database. 223

5.6 RSO to print the

re-scanned image in
CRS Security Paper
(SECPA)
REMINDER:
▪ The client must
be given an option
to request for a
clearer copy of the
document from the
concerned LCRO.
6. Image of the 6. All marriage
marriage document images with
has incorrect index incorrect indices
in the CRS must be updated
Database. and submitted for
correction.
6.1 RSO to report Production and Refer to Service 8.
and to submit the Maintenance Unit Processing of
(PMU), Civil Request for Index
necessary index
Register Correction of Civil
correction through
Management Registry
the use of Vital
Division (CRMD) Documents in the
Event (F6) function
of the CICA System. PSA Civil Registry
Database on page
6.2 In the event that Help Desk Officer 221
the index correction Unisys Managed
has not yet been Services Corp.
approved, RSO to
log the request to
the CRS Help Desk
System for follow
up.
REMINDER:

874
 ▪ It is only after the
request for index
correction has been
approved that the
RSO can command
the printing of the
result of verification.
7. Verification from 7. In the event that
the CRS Database the RSO, even after
resulted to Negative thorough verification
Certification but from the CRS
with previously Database resulted
issued marriage to the issuance of a
record. Negative
Certification but the
client claims and
has proof that
he/she was
previously issued a
copy, it could be that
the document was
not scanned and
enrolled in the CRS
Database.
7.1 Care Officer to
require a photocopy Care Officer,
of previously issued Public Assistance
document from the and Complaints
client. Desk (PACD), PSA
Civil Registry
7.2 Care Officer to System Outlet
inform the client that
his/her request will
undergo manual
verification.
7.3 Care Officer to
re-schedule the date
of release.
7.4 RSO to log the
problem in the RV
Tracking System
with the detailed Production and
Refer to Service 9.
description of the Maintenance Unit
Processing of Civil
problem and the PMU), Civil
Register Registry
date when the client
Management Documents
was able to get the
Division (CRMD) Requiring Manual
copy of the
Retrieval and Re-
document and
scanning from the
request for manual
Central Archive
verification and re-
through Help Desk
scanning of the
System on page
marriage document
223
if available.
7.5 Outlet to wait for
the result of the
forwarded request
for manual
verification from

875
 Production and
Maintenance Unit
(PMU).
7.6 RSO to print the
result of the manual
verification in CRS
Security Paper
(SECPA).
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 6.1: COPY ISSUANCE OF
MARRIAGE CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY
SYSTEM OUTLET (PSA OPERATED), UNDER SPECIAL CASES/SITUATIONS, IS
SEVEN (7) DAYS.

Service 7. Issuance of Certification of No Marriage Record/Existence of

Marriage Record (Walk-in Clients) at PSA Civil Registry System –
Provincial Outlet
Provision of certification to an individual as to whether a record(s) of marriage(s)
(CEMAR) is/are enrolled and is/are available in the Civil Registry System (CRS) database
or there is none (CENOMAR).

Office or Division: Civil Registration Services Division (CRSD)

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Properly filled-out Health Survey Form or Entry points of the PSA Civil Registry Outlets.
scanned QR Code Covid19 Tracker in
compliance with Inter-Agency Task Force
for Emerging Diseases (IATF) protocols.
(1 copy)
Queue Ticket Number (QTN) (1 copy) Designated QTN Issuing Station at the PSA
Civil Registry Outlets.
By Type of Requester
1. Principal (Document Owner)
Valid Identity Document (ID) complete with Government Agencies, Non-Government
CLEAR PHOTO, FULL NAME IN PRINT, Organizations, Private entities,
SIGNATURE and issued by an official Schools/Colleges/Universities
authority (1 original) (i.e., DFA, LTO, PRC, IBP, GSIS, SSS,
Philpost, Pag-IBIG, COMELEC, NBI, AFP,
PNP)
Completely filled-up Application Form (AF) – AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
2. Authorized Representative
Valid Identity Document (ID) of the Document owner
document owner complete with CLEAR (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
PHOTO, FULL NAME IN PRINT, SSS, Philpost, Pag-IBIG, COMELEC, NBI,
SIGNATURE and issued by an official AFP, PNP)
authority (1 original and 1 photocopy)

Reminder:

▪ For authorization letter and Special

Power of Attorney (SPA) received from

876
 abroad, document owner should provide
a scanned/photocopy of passport as
valid ID.
Valid Identity Document (ID) of the Government Agencies, Non-Government
authorized representative complete with Organizations, Private entities,
CLEAR PHOTO, FULL NAME IN PRINT, Schools/Colleges/Universities.
SIGNATURE and issued by an official (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
authority (1 original and 1 photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
Authorization letter or duly notarized Special Document owner
Power of Attorney (1 original) complying with (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
the following requirements: SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
1) written in a clean sheet of paper and
dated;
2) indicate the type of document, the
number of copies and the specific details
of the document to be requested;
3) indicate the complete name of the
authorized representative; and
4) bear the fresh signature of the
document owner that matches his/her ID.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
3. In case of death of the document
owner, any of his/her immediate family
member: Spouse (Husband/Wife), Direct
Descendant (Son/Daughter), and
Biological or Legal Parent
(Father/Mother)
Valid Identity Document (ID) of the Government Agencies, Non-Government
requesting immediate family member of the Organizations, Private entities,
document owner complete with CLEAR Schools/Colleges/Universities
PHOTO, FULL NAME IN PRINT, (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SIGNATURE and issued by an official SSS, Philpost, Pag-IBIG, COMELEC, NBI,
authority (1 original and 1 photocopy) AFP, PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
4. Special Cases Clients
4.1 Guardian of document owner who is
a minor or below 18 years of age.
Court decision assigning the requester as Clerk of the appropriate Court that rendered
legal guardian (1 original and 1 photocopy) the decision
and/or;

Duly notarized Affidavit of Guardianship Lawyer/Notary Public

(1 original) supported by any of the
following:

5) Barangay Certification that the minor is in Office of the Barangay where the Guardian
the custody of the requesting party/ currently resides
guardian (1 original)

6) School ID/Report Card of the minor that Educational institution recognized by the
indicates the name of the requester as Department of Education.
Guardian (1 original and 1 photocopy)

877
Valid Identity Document of the Guardian Government Agencies, Non-Government
complete with CLEAR PHOTO, FULL NAME Organizations, Private entities,
IN PRINT, SIGNATURE and issued by an Schools/Colleges/Universities
official authority (1 original and (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
1 photocopy) SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
4.2 Nearest of kin of a deceased person
other than his/her immediate family
member (Brothers/Sisters/Grandparent)
Duly notarized Affidavit of Kinship Lawyer/Notary Public
(1 original) stating that the requester is the
nearest surviving relative of the deceased.
Death Certificate of the document owner PSA/Local Civil Registry Office
(1 photocopy)
Valid Identity Document (ID) of the nearest Government Agencies, Non-Government
of kin requesting the document complete Organizations, Private entities,
with CLEAR PHOTO, FULL NAME IN Schools/Colleges/Universities
PRINT, SIGNATURE and issued by an (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
official authority (1 original and SSS, Philpost, Pag-IBIG, COMELEC, NBI,
1 photocopy) AFP, PNP)
Completely filled-up Application Form (AF) AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
5. Priority Clients
5.1 Senior Citizen requesting for his/her
own document, and his/her spouse
Senior Citizen’s ID Card or any valid ID Office of the Senior Citizens Affairs (OSCA)
indicating his/her age complete with CLEAR and/or local government units (LGUs) or
PHOTO, FULL NAME IN PRINT, PhilID.
SIGNATURE and issued by an official
authority (1 original)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
5.2 Physically Challenged Client/PWD
requesting for his/her own document and
his/her spouse.
PWD ID Card complete with CLEAR National Council on Disability Affairs (NCDA)
PHOTO, FULL NAME IN PRINT, Office of the Mayor, Office of the Barangay,
SIGNATURE and issued by an official Department of Social Welfare and
authority (1 original) Development or other organization with
Memorandum of Agreement with the
Department of Health or PhilID.
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
5.3 Pregnant Woman requesting for her
own document, and her spouse.
Valid Identity Document (ID) of the pregnant Government Agencies, Non-Government
woman complete with CLEAR PHOTO, Organizations, Private entities,
FULL NAME IN PRINT, SIGNATURE and Schools/Colleges/Universities
issued by an official authority (1 original) (i.e., PhilID, DFA, LTO, PRC, IBP, GSIS,
SSS, Philpost, Pag-IBIG, COMELEC, NBI,
AFP, PNP)

878
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
5.4 Health and Emergency Frontline
Service Provider requesting for the
issuance of certification of her own
document, spouse, parents and
son/daughter
Employment ID of the Health and Public or private health and emergency
Emergency Frontline Service Provider service providing institutions or organizations
complete with CLEAR PHOTO, FULL NAME (i.e. DOH, DOH Hospitals, Hospitals of
IN PRINT, SIGNATURE and issued by an LGUs, and Provincial,City, and Rural Health
official authority(1 original) Units, and Drug Abuse Treatment and
Rehabilitation Centers, Philippine Red Cross,
World Health Organization, Health
Maintenance Organizations, Philippine
Health Insurance Corporation, NDRRMC)
Completely filled-up Application Form (AF) - AF dispenser at the PSA Civil Registry
Certificate of No Record of Marriage (Green System Outlet
Form) accomplished in PRINTED LETTERS
(1 copy)
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Get Queue Ticket 1.1 Ensure that QTN None 1 minute Information
Number (QTN) is ready for Marshal/Security
distribution Guard

Outlet Supervisor
PSA Civil
Registry System
2. Get an Application 2.1 Ensure that the None 4 minutes Information
Form- Certificate of necessary AF- Marshal,
No Record of CENOMAR is made PSA Civil
Marriage (Green available at the AF Registry System
Form) from the AF dispenser. Outlet
dispenser and fill-out Team Leader,
the required PSA Civil
information in Registry System
PRINTED Outlet
LETTERS.
Outlet Supervisor
PSA Civil
Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
3. Proceed to the 3.1 Screen the AF None 10 minutes Screener,
screening area. and the PSA Civil
requirements. Registry System
3.1 Present the AF Outlet
and the required 3.3 Return the ID(s)
Team Leader,
documents to the and/or authorization PSA Civil
screener for letter/SPA to the Registry System
completeness check. requester as it will be Outlet
presented and
submitted to the Outlet Supervisor,
Releasing Officer PSA Civil
prior to the issuance Registry System
of the requested Outlet
document.

879
 Or

Outlet Manager/
Chief, CRSD
4. Proceed to the 4.1 Check the AF Total Fee 10 minutes Collecting Officer,
payment window. and the Php 210.00 PSA Civil
requirements. per copy Registry System
4.1 Submit the AF Outlet
and the required 4.2 Encode the Breakdown:
Team Leader,
documents to the details of the PSA Civil
Payment Window. requests. Processing Registry System
Fee: Outlet
4.2 Pay the 4.3 Accept the - Php
corresponding fee for corresponding 180.00 Outlet Supervisor,
the request. payment and PSA Civil
generate an Official Documentar Registry System
Reminder: Receipt (OR). y Stamp Tax Outlet
- Php 30.00
▪ Check the details 4.2 Indicate therein or
in the issued the date and Outlet Manager/
Chief, CRSD
Official Receipt estimated time of
(OR). release.

▪ Make sure to 4.5 Give the OR to

count the change the requester and
before leaving the return the presented
counter. requirements as it
will be submitted to
the Releasing
Officer prior to the
issuance of the
requested document

For Priority
Clients:

4.6 Write a “Priority

Lane or PL” in the
AF of the Priority
Client and instruct
the client that the
release of the
requested document
will be on Priority
Lane Releasing
Windows.

4.7 Forward the AF

to the Request
Service Officer
(RSO) for
verification from the
Civil Registry
System (CRS)
Database.
PSA PROCESSES PSA Internal None 1 day Request Service
THE REQUEST Processes: Officer,
PSA Civil
1.1 Verify from the Registry System
Outlet
CRS database the
request on the basis
of details that has

880
been written by the
requester in the AF-
CENOMAR.

As per business rule,

RSO must conduct
atleast five (5)
unique queries from
the CICA System
pursuant to the
issued PSA Office
Memorandum No.
2021-139 dated
01 June 2021 about
the document owner
as both as male and
as female.

1.1.1 In case the

index of the CRD is
incorrect or different
from the information
contained in the
image, RSO to
report and to submit
the necessary index
correction through
the use of the Vital
Event function (“F6”) Unit Supervisor,
of the CICA System. Production and
Maintenance
1.1.2 RSO to wait for Unit, CRMD
at least 30 minutes
to an hour for the
response/action
taken by the
Production and
Maintenance Unit,
Civil Register and
Management
Division (CRMD) on
the request for index
correction.

1.1.3 RSO to check

again the index if the
request has been
favourably
considered.
Help Desk
Officer,
1.1.4.1 In the event Unisys Managed
that the index Services, Inc.
correction has not
yet been approved,
RSO to log the
request to the Help
Desk System for
follow-up.

1.1.4.2 RSO to
inform the TL/OS for
appropriate action.

881
 1.1.4.3 TL to notify
the client on the
problem and the
unwanted delay in
the processing of the
request.

Reminder:

▪ It is only after the

request for index
correction has been
approved that the
RSO can proceed
with the printing of
the result of
verification.

1.2 RSO to print the

result of the
verification of the
request in CRS
Security Paper
(SECPA). Barcode
Controller,
PSA Civil
1.3 Control the
Registry System
printed document in Outlet
SECPA using the
QMS Releasing
Manager Sorter/Matcher,
application. PSA Civil
Registry System
1.4 Match and sort Outlet
the printed
document with the Team Leader,
corresponding AF. PSA Civil
Registry System
Outlet
1.5 Forward
document ready for Outlet Supervisor,
release to the PSA Civil
Releasing Area. Registry System
Outlet

or
Outlet Manager/
Chief, CRSD
5. Proceed to the 5.1 Check the OR as None 30 minutes Releaser,
Releasing Area on to the scheduled PSA Civil
the scheduled date date and time of Registry System
and time of release release. Outlet

Team Leader,
5.1 Present the 5.2 Search for the PSA Civil
ORIGINAL OR and requested Registry System
other requirements certification. Outlet

5.2 Wait for the 5.3 Require the Outlet Supervisor,

document owner’s claimant to PSA Civil
name to be called. present/submit the Registry System
requirements and Outlet
check for
correctness and or
Outlet Manager/

882
 completeness Chief, CRSD
before releasing the
request.
6. Check the 6.1 Require the None 5 minutes Releaser,
document. claimant to sign the PSA Civil
“Received by” Registry System
6.1 Sign the portion and indicate Outlet
“Received by” the date of receipt at
Team Leader,
portion at the back of the back of the AF. PSA Civil
the AF and indicate Registry System
the date of receipt. 6.2 Ensure to write Outlet
the name of the
claimant in Outlet Supervisor,
PRINTED letters, PSA Civil
the type of ID Registry System
presented, ID Outlet
number, releasing
window number and or
date and time of Outlet Manager/
Chief, CRSD
release.

6.3 Stamp the OR as

“RELEASED” and
indicate the date of
release.

6.4 Affix the initials

of the Releaser in
the OR.

6.5 Release the

requested document
to the claimant.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 7.1: ISSUANCE OF
CERTIFICATION OF NO MARRIAGE RECORD/EXISTENCE OF MARRIAGE RECORD
(WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM OUTLET (PSA OPERATED),
UNDER NORMAL CIRCUMSTANCES, IS ONE (1) DAY AND ONE (1) HOUR,
EXCLUSIVE OF QUEUEING TIME.

Service 8. Processing and Issuance of Certificate of Registration of

Authority to Solemnize Marriage (CRASM)
Office or Division: Civil Registration and Administrative Support Division
Classification: Complex
Type of Transaction: Government-to-Government (G2G)
Who may avail: Solemnizing Officers thru PSA Provincial Statistical Office(PSA PSO)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Accomplished application form (OCRG- PSA Civil Registry Outlet
SO Form No. 1) in triplicate copies,
subscribed and sworn to a person a
person authorized to administer oath
with affixed documentary stamp;
2. Three copies of colored ID pictures
(2x2) with white background taken not
more than a month ago from the date of
application. Pictures should not be
computer generated to preserve its
quality. In cases the person is using
glasses, it should be removed to have a
clear image of the person. The back of

883
 the ID picture should contain the
signature of the applicant;
3. A machine copy of appointment as
priest, head, founder, bishop, pastor
and minister of the religion or religious
sect;
4. Proper
endorsement/designation/recommenda
tion from the head of religion or religious
sect to mention: the full name,
nationality, complete address, location
of the church, temple or mosque where
the applicant regularly perform rites and
indicate the extent of his territorial
jurisdiction;
5. Certified True Copy of Certificate of Live
Birth;CTC of Marriage Certificate for
married women; (If document is already
available in the RSSO/PSO, no need to
submit upon renewal)
6. Alien Certificate of Registration (ACR)
or Immigration Certificate of
Registration (ICR) issued by the
Commission on Immigration and
Deportation (CID), in case the applicant
is a citizen of a foreign country;
7. Certified True Copy of Certificate of
Ordination issued by his/her respective
church; (No need to submit if copy is
available on file at the RSSO/PSO)
8. Certificate of Registration, Articles of
Incorporations and by-laws, and
updated General Information Sheet
(G.I.S.) certified by the Head of the
religion or religious sect. (Administrative
Order No. 1, Series of 2007). (One copy
per religious sect, no need to submit if
one has already submitted)

AGENCY FEES TO PROCESSING PERSON

STEPS
ACTIONS BE PAID TIME RESPONSIBLE
1. Endorsement of RSSO clerk None 2 minutes Receipt and Control
applications for CRASM receives the (Already
by the Chief Statistical documents paid at the
Specialist to RSSO PSO)

Receives the none 2 minutes SO Screener

2. Receipt and Control documents (Statistical Specialist
routes the complete II)
documents

3. Screening and 1. Verification of None 4 days SO Screener

processing of PSO Endorsement (Statistical Specialist
application 2. Verification of II)
Recommending
Officer’s Record
3. Verification of
SEC Registration
4. Conduct of field 1 day (if
visit/ Re-visit necessary)
personal interview
(if necessary)
5.Approval/
Disapproval of
application

884
 6. Updating and/or
encoding of SO
record in SOIS
database
4. Printing of CRASM in Countersign n/a 5 minutes SO Screener
SECPA CRASM in SECPA (Statistical Specialist
II)
5. Transmitting the Approval/ n/a 1 hour Regional Director
CRASM to ORD Disapproval of
application and
signing ofCRASM

6. Preparation of 1. Affix n/a 30 minutes Receipt and Control /

transmittal of Approved Documentary SO Screener
CRASM stamps and dry seal (Statistical Specialist
2. Transmit to PSO II)
3. Manual recording
of CRASM
4. Archiving and
filing of CRASM and
other documents
TOTAL PROCESSING TIME FOR SERVICE 8: UNDER NORMAL CIRCUMSTANCES, IS
4DAYS 1 HOUR AND 39 MINUTES
EXCLUSIVE OF QUEUEING TIME.
Internal Services
Service 9. Processing of Request for Index Correction of
Civil Registry Documents in the PSA Civil Registry Database
Production Vital Event Maintenance (ProdVE) is the correction of erroneous indices in the
CRS database. The sources of corrections are from the reports submitted electronically
by the PSA Civil Registry System Outlets through F6 function of the CICA System.

Office or Division: Civil Register Management Division

Classification: Simple
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Report from the PSA Civil Registry System Help Desk System
Outlets regarding correction of index of a
birth, marriage, or death certificate.
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. PSA Civil Registry 1.1 Receipt and None 5 Minutes ProdVE
System Outlets control of Index Approver,
submit to Help Desk correction from PSA Production and
System request for Civil Registry System Maintenance
index correction. Outlets. Unit (PMU),
Civil Register
1.2 Review and None 10 Management
evaluate submitted Minutes Division
documents for index (CRMD)
correction.

1.2.1 If ok, update the None 5 Minutes

index and inform the
outlet thru Help Desk
System.

1.2.2 If the copy of the None 10

document subject for Minutes
index correction is
blurred, request for

885
 manual retrieval of
the document at
Central Archive for
validation.

1.2.2.1 Manually None 2 Days

retrieve document
from Central Archive. Assistant Unit
Supervisor,
Central Archive,
1.2.2.2 If the None 5 Minutes CRMD Amparo,
document evaluated Caloocan City
from Central Archive
is consistent with the Supervisor,
submitted index Production and
correction, approve Maintenance
the index correction. Unit (PMU),
Civil Register
1.2.2.3 Link the None 5 Minutes Management
blurred image to the Division
newly scanned clear (CRMD)
copy in the CRS
Database. or
Chief,
1.2.2.4 Update the None 5 Minutes Civil Register
index and inform the Management
PSA Civil Registry Division
System Outlets thru (CRMD)
Help Desk System.
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 8: PROCESSING OF
REQUEST FOR INDEX CORRECTION OF CIVIL REGISTRY DOCUMENTS IN THE PSA
CIVIL REGISTRY DATABASE, UNDER NORMAL CIRCUMSTANCES, IS 45 MINUTES.

TOTAL ESTIMATED PROCESSING TIME FOR DOCUMENT THAT REQUIRES MANUAL

RETRIEVAL FROM CENTRAL ARCHIVE IS 2 DAYS AND 45 MINUTES.

Service 10. Processing of Civil Registry Documents Requiring Manual

Retrieval and Re-scanning from the Central Archive through
Help Desk System (Internal Process)
Document that have extra or excess pages, mismatched image, inverted or defective
image, corrupted or decrypted image, blurred or contains unreadable entries, need to be
re-scanned or replaced to ensure that the proper document will be issued to the client.

Office or Division: Civil Register Management Division

Classification: Complex
Type of Transaction: Government-to-Citizens (G2C)
Who may avail: General public of legal age (18 years old and above)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Report from the PSA Civil Registry System Helpdesk System
Outlets regarding correction extra or excess
pages, mismatched image, inverted or
defective image, corrupted or decrypted
image, blurred or contains unreadable entries
of a birth, marriage, or death certificate.
FEES TO PROCESS PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID ING TIME RESPONSIBLE
1. Help Desk System 1.1 Control the USR None 5 Minutes Assistant Unit
to report to the ID number and Supervisor,
Production and information referred

886
Maintenance Unit by the Help Desk Production and
documents loaded in Officer. Maintenance
database. Unit (PMU),
1.2 Evaluate and None 1 Hour Civil Register
verify the problem Management
document using Division
CICA System. (CRMD)

1.3 Problem None 2 days

document are Assistant Unit
referred to Central Supervisor,
Archive for manual Central Archive,
retrieval of the CRMD
original copy for
further evaluation.

1.4 Receipt and None 30 Minutes

control of pulled out
documents from Controller,
Central Archive then Production and
sort by date of Maintenance
release. Unit (PMU),
Civil Register
Management
Division
(CRMD)
1.5 Transmit the None 20 Minutes
document to data Data Encoder,
encoder for the Production and
encoding of details. Maintenance
Unit (PMU),
Civil Register
Management
Division
(CRMD)

Team Leader,
Production and
Maintenance
Unit (PMU),
Civil Register
Management
Division
(CRMD)
1.6 Forward the None 10 Minutes
document for Scanner,
scanning. Production and
Maintenance
Unit (PMU),
Civil Register
Management
Division
(CRMD)
1.7 Upload the None 3 Days
scanned documents Electronic
to the PSA CRS Endorsement
Database. Approver,
Production and
Remarks: Maintenance
Unit (PMU),
Scanned documents Civil Register
will be available in the Management

887
 database after three Division
days in the PSA Civil (CRMD)
Registry System
Outlets.
None 30 Minutes
1.8 Approve the Assistant Unit
newly scanned Supervisor,
document. Production and
Maintenance
Unit (PMU),
1.9 Inform Help Desk None 10 Minutes Civil Register
that problem has Management
been resolved. Division
(CRMD)

1.10 Help Desk to None 5 Minutes Help Desk

inform the PSA Civil Officer,
Registry System Unisys
Outlets that the re- Managed
scanned image has Services Corp.,
been uploaded in the
PSA CRS Database.

Supervisor,
Production and
Maintenance
Unit (PMU),
Civil Register
Management
Division
(CRMD)
or
Chief,
Civil Register
Management
Division
(CRMD)
TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 9: PROCESSING OF CIVIL
REGISTRY DOCUMENTS REQUIRING MANUAL RETRIEVAL AND RE-SCANNING
FROM THE CENTRAL ARCHIVE THRU HELP DESK SYSTEM, UNDER NORMAL
CIRCUMSTANCES, IS 5 DAYS, 2 HOURS, AND 50 MINUTES.

888
 VII. FEEDBACK AND COMPLAINTS MECHANISM

FEEDBACK AND COMPLAINTS MECHANISM

How to send feedback Accomplish the Feedback Form and drop in any of
the suggestion boxes at the servicing area or
email to:
info@psa.gov.ph
Contact the PhilSys Registry Office (PRO)
Contact Center at 1388 or email
info.philsys@psa.gov.ph
How feedbacks are processed Feedback requiring answers are forwarded to the
concerned project team/unit for immediate action
and reply to the client.

Feedback and suggestion are consolidated daily

for monitoring and appropriate action.

How to file a complaint
The client may submit the complaint to any of the
following channels:
a. Suggestion box
b. Email info@psa.gov.ph
c. Query Verification Unit
d. Public Assistance and Compliant Desk
(PACD)

To facilitate efficient, effective and timely response

make sure that the following information are
provided:

1. Name of the application being

complained
2. Incident- Brief Summary of the
complaint
3. Evidence-Proof or Evidence to
Support the Complaint
4. Date and place of incident

For inquiries and follow-up, client may contact

KMCD from the contact information given.
How complaints are processed Once received, complaints are evaluated and sent
to the concerned team/unit for immediate
investigation.

The client may receive a call or email pertaining to

the complaint should there is a need for more
information or clarification.

The project/unit shall prepare a report on the

incident and will send the reply to the client, cc the
Office of the National Statistician (ONS),
Contact Information of CCB, ANTI RED TAPE AUTHORITY (ARTA)
PCC, ARTA Website: arta.gov.ph
Email: complaints@arta.gov.ph
Call: 8478-5091
8478-5099

CONTACT CENTER NG BAYAN (CCB)

Website: contactcenterngbayan.gov.ph
Email: email@contactcenterngbayan.gov.ph

889
 Call: 1-6565
Text: 09088816565

PRESIDENTIAL COMPLAINT CENTER (PCC)

Email: pcc@malacanang.gov.ph
Call: 8736-8645
8736-8603
8736-8629
8736-8621

Fax: 8736-8621

8888 CITIZENS’ COMPLAINT CENTER

Call/Text: 8888

VIII. LIST OF OFFICES

Central Office
TELEPHONE
HEAD OF OFFICE ADDRESS NUMBER
(MAIN)

OFFICE OF THE NATIONAL 12/F Eton Centris (632) 8938-5267

STATISTICIAN (ONS) Cyberpod Five
Quezon City, 1101
INTERNAL AUDIT DIVISION 3/F PSA-TAM Bldg. (632) 8938-5274
East Avenue
Quezon City, 1101
LEGAL SERVICE 4/F PSA-TAM Bldg. (632) 8938-5273
East Avenue
Quezon City, 1101
PHILSYS REGISTRY OFFICE 12/F Eton Centris (632) 8277-2379
Cyberpod Five
Quezon City, 1101
MACROECONOMIC ACCOUNTS 16th Floor, North 8376-1996
SERVICE (MAS) Tower, Eton Centris
Cyberpod Three
EDSA corner Quezon
Avenue, Quezon City
ECONOMIC SECTOR STATISTICS 16th Floor, North 8376-1984
SERVICE (ESSS) Tower, Eton Centris
Cyberpod Three
EDSA corner Quezon
Avenue, Quezon City
SECTORAL STATISTICS OFFICE (SSO) 17th Floor, North 8376-1887
Tower, Eton Centris
Cyberpod Three
EDSA corner Quezon
Avenue, Quezon City
SOCIAL SECTOR STATISTICS 16th Floor, North 8376-1883
SERVICE (SSSS) Tower, Eton Centris
Cyberpod Three
EDSA corner Quezon
Avenue, Quezon City
CIVIL REGISTRATION AND CENTRAL 8/F CRS Bldg. PSA (632) 8461-0500
SUPPORT OFFICE (CRCSO) Complex East Avenue loc. 807, 806,
Quezon City, 1101 809, 811

890
 FINANCE AND ADMINISTRATIVE 11th Flr. CyberPod 8374-8270
SERVICE (FAS) Centris Eton One, 8374-8273
EDSA, Quezon City
CIVIL REGISTRATION SERVICE (CRS) 8/F CRS Bldg. PSA (632) 8461-0500
Complex East Avenue loc. 808, 813,
Quezon City, 1101 814, 817, 819
CENSUS AND TECHNICAL 17th Floor, North 8376-1938
COORDINATION OFFICE (CTCO) Tower, Eton Centris
Cyberpod Three
EDSA corner Quezon
Avenue, Quezon City
INFORMATION TECHNOLOGY and 3rd. Flr. CVEA Bldg., 8462-6600 loc.
DISSEMINATION SERVICE (ITDS) East Ave., Quezon 802, 806, 824
City, P.O. Box 779,
Manila, Phils

FIELD OFFICE

TELEPHONE
HEAD OF OFFICE / E-MAIL ADDRESS ADDRESS NUMBER
(MAIN)

National Capital Region 9/F EDSA Grand (02) 936-7292

Residences (02) 781-71-96
75 EDSA Cor.
Corregidor St.
Bgy R. Magsaysay,
Quezon City
Provincial Statistical Office - NCR I 2/F GAMA Bldg., J.P. (02)925-2745
(Manila, Mandaluyong & San Juan) Laurel St. corner
Minerva St., San
Miguel, Manila
8/F EDSA Grand (02) 716-0828
Provincial Statistical Office - NCR II Residences (02) 713-4472
(Quezon City & Marikina) 75 EDSA Cor.
Corregidor St.
Bgy R. Magsaysay,
Quezon City

5/F Carolina Corporate (02)899-8912

Provincial Statistical Office - NCR III Center, 1203 Cardona and
(Makati, Taguig, Pasig & Pateros) cor J.P. Rizal Sts., (02)895-5889
Poblacion, Makati City
1210

Provincial Statistical Office - NCR IV 1798 4/F Grandz (02) 367-3831

(Caloocan, Malabon, Navotas & Commercial Center (02) 362-6911
Valenzuela) Building, Mc Arthur (02) 362-6912
Highway cor. Calle 4,
Barangay 81, Caloocan
City

Provincial Statistical Office - NCR V 3/F STWLPC Building (02) 833-8284

(Paranaque, Las Pinas, Muntinlupa & 336-342 Sen. Gil Puyat (02) 834-1601
Pasay) Avenue (Buendia)
Barangay 49, Pasay
City 1300

891
Cordillera Administrative Region 2nd & 3rd Flr., CTLL (074) 443-7763
Bldg. (074) 446-9412
141 Abanao Extension
Baguio City 2600

Provincial Statistical Office - ABRA DZPA Bldg. Rizal St., (074) 752-8031
Corner Zone 6
Bangued, Abra 2800
Provincial Statistical Office - BENGUET 3/F CTLL Bldg., 141 (074)446-9413
Abanao Extension
Baguio City 2600
Provincial Statistical Office - IFUGAO Provincial Capitol, Smart:
Lagawe, Ifugao 3600 09196979606
Globe:
09171225473
Provincial Statistical Office - KALINGA 2nd & 3rd Flrs GLIMZ (074) 627-5063
Bldg., Balinag St.
Purok 4, Bulanao,
Tabuk City, Kalinga
3800
Provincial Statistical Office - MT. Commercial Bldg., (074) 633-1578
PROVINCE Poblacion, Bontoc
Mountain Province
2616
REGION I (ILOCOS) Parammata Bldg., (072) 888-2582
Diversion Road, Sitio 5,
Barangay Biday, City of
San Fernando,
La Union 2500
Provincial Statistical Office - ILOCOS Jomel 3 Corporate (077) 770-4440
NORTE Bldg., Brgy. 14., P.
Acosta, cor D.
Samonte Sts., Laoag
City 2900
Provincial Statistical Office -ILOCOS 2/F Singson Bldg. cor. (077) 722-2140
SUR Del Pilar & Mabini Sts.,
Vigan, Ilocos Sur 2700
Provincial Statistical Office -LA UNION 5th Bldg. Gov. Ancheta (072) 888-5740
St., Barangay IV City
of San Fernando
La Union 2500
Provincial Statistical Office - Manuel S. Lim Bldg., (075) 517-4439
PANGASINAN De Venecia Diversion
Road, Nalsian,
Calasiao, Pangasinan
2418
REGION II (CAGAYAN VALLEY) City Hall, Annex Bldg, (078) 304-8366
Carig Sur
Tuguegarao City 3500
Provincial Statistical Office -BATANES Brandon's Place, CP No. 0995-
National Road, 0161926 (globe)
Kayvaluganan, Basco, 0928-7335226
Batanes 3900 (smart)
Provincial Statistical Office -CAGAYAN 3F De Yro Bldg., Mabini (078) 844-1504
St. Ugac
Norter, Tuguegarao
City
Cagayan 3500

892
 Provincial Statistical Office -ISABELA 2F/3F LSP Bldg., (078) 323-0718
Alibagu, Ilagan City,
Isabela 3300
Provincial Statistical Office -NUEVA Nueva Vizcaya Sports (078) 392 -
VIZCAYA Complex Don 1397
Domingo Maddela,
Bayombong
Nueva Viscaya 3700
Provincial Statistical Office -QUIRINO Aguas Building, San 09778063561
Marcos, Cabarroguis,
Quirino
REGION III (CENTRAL LUZON) PSA Bldg. Diosdado (045) 455-2552 /
Macapagal, Gov’t 455-2515
Center, Bgy. Maimpis
City of San Fernando
Pampanga 2000
Provincial Statistical Office -AURORA MJO Bldg., Bgy. Tel. (042)-724-
Suklayin 0139
Baler, Aurora 3200 Mobile: 0907-
151-2875

Provincial Statistical Office -BATAAN Bataan Government (047) 633 5227

Center
Ala Uli, Pilar, Bataan
Provincial Statistical Office -BULACAN Villa Reina Bldg., (044) 791-1751
Valenzuela St.
City of Malolos,
Bulacan 3000
Provincial Statistical Office -NUEVA 3F Harrison Bldg., (044)940-9213
ECIJA Brgy. Dicarma,
Maharlika hi-way
Cabanatuan City
Provincial Statistical Office - 2nd Flr. 3 & 1 Bldg. (045) 455-2443
PAMPANGA Davsan Subd Phase I
Mc Arthur Hiway Bgy.
Sindalan
City of San Fernando
Pampanga
Provincial Statistical Office -TARLAC
3/F U.S. Bldg.,
McArthur Highway,
Tarlac City 2300
Provincial Statistical Office - #47 Gordon Avenue, (047) 232-6289
ZAMBALES Brgy. Pag-asa,
Olongapo City,
Zambales 2200
REGION IVA (CALABARZON)
G/F Bldg. C., Fiesta (043) 756-0412 /
Mall, Marawoy, Lipa 757-1671
City, Batangas 4217

Provincial Statistical Office - 2/F Bernal Commercial (043) 723-2207

BATANGAS Bldg., Julian Pastor Rd. and
(New Public Market), (043) 425-1221
Batangas City 4200

893
 Provincial Statistical Office -CAVITE 2/F Government ((046) 514-0445
Center Bldg. and
Provincial Capitol (046) 686-5728
Grounds, San Agustin,
Trece Martires City,
Cavite 4109

Provincial Statistical Office -LAGUNA Maharlika Highway, (049) 562-6401 /

Bgy. Bagong Bayan 503-3472
San Pablo City 4000
Provincial Statistical Office -QUEZON 3/F Pacific Mall, (042) 716-0579
Landco Business Park, (042) 373-6832
M.L. Tagarao St., (042) 373-7059
Lucena City. 4301 (042) 717-3629
Provincial Statistical Office -RIZAL G/F Budgetlane
Shopping Center
Circumferential Road,
Antipolo City 1870

REGION IVB (MIMAROPA) JP Rizal St., Bgy. (043) 441-6914

Camilmil, Calapan City
Oriental Mindoro 5200
Provincial Statistical Office - AGB Bldg., (042) 754-0024
MARINDUQUE Nepomuceno cor. Del and
Mundo Sts. San (042) 332-0848
Miguel, Boac,
Marinduque
Provincial Statistical Office - Ramirez-Lopez (043) 711-9982
OCCIDENTAL MINDORO Condominium, Rizal
St., Bgy. 3, Mamburao,
Occidental Mindoro
Provincial Statistical Office -ORIENTAL Martinez Bldg., Roxas (043) 286-7077 /
MINDORO Drive Bgy 441-6252
Lumangbayan,
Calapan City
Oriental Mindoro 5200
Provincial Statistical Office -PALAWAN 2/F CBPP Bldg. #160 (048) 434-2092
Rizal Ave.
Puerto Princesa City,
Palawan 5300

Provincial Statistical Office -ROMBLON Navarrte Building,

Brgy. II-Poblacion,
Romblon, Romblon
5500
REGION V (BICOL) 2/F Albay Capitol (052) 480-1568
Bldg., Annex No. 1, Old
Albay, District, Legazpi
City 4500
Provincial Statistical Office -ALBAY 3/F Enterprise Bldg. A, (052) 480-1596 /
Landco Business Park, 742-1228
Bgy. 36 Capantawan,
Legazpi City 4500
Provincial Statistical Office - 2/F LJR Bldg. III,
CAMARINES NORTE J.Lukban St. Cor.
Carlos II St., Daet,
Camarines Norte 4600

894
 Provincial Statistical Office - 774 Panganiban Drive, (054) 871-58-72
CAMARINES SUR Naga City 4400
Provincial Statistical Office - BL Jastrid Bldg., CP No. 0920-
CATANDUANES National Road 968-1179
Cavinitan, Virac,
Catanduanes 4800

Provincial Statistical Office -MASBATE 2/F Revil Bldg., (056) 582-0238

Quezon St., Masbate
City 4500
Provincial Statistical Office - 3/F Peña Bldg., Rizal
SORSOGON corner Burgos Sts.,
Burabod, Sorsogon
City 4700
REGION VI (WESTERN VISAYAS) J. Villanueva Bldg., (033) 335-0907 /
Iznart St., Front of 335-1816
Amigo Mall, Iloilo City
5000
J. Villanueva Bldg.,
Iznart St., Front of
Amigo Mall, Iloilo City
5000
Provincial Statistical Office -AKLAN Redepermavic Bldg., (036) 262-3804 -
North Capitol Site (036) 268-3373
Estancia, Kalibo, Aklan

Provincial Statistical Office -ANTIQUE 2/F Eagles Place (036) 540-8628

Building, Bantayan
Road, San Jose,
Antique
Provincial Statistical Office -CAPIZ Ground Floor, Catalan (036) 6215-963
Building
Magallanes St., Roxas
City, Capiz
Provincial Statistical Office -ILOILO 2/F J. Villanueva Bldg., (033) 509-9620
Iznart St., Iloilo City
5000
Provincial Statistical Office - 2nd Floor, Galanto (033)331-28-44
GUIMARAS Bldg., New Site, San
Miguel, Jordan,
Guimaras.

Provincial Statistical Office -NEGROS East 2 Corporate (034) 435-5385

OCCIDENTAL
REGION VII (CENTRAL VISAYAS)
Provincial Statistical Office -BOHOL
Provincial Statistical Office -CEBU
Center, Corner Diola-
Circumferential Rd.,
Villamonte, Bacolod
City 6100
Gaisano Capital Bldg., (032) 256-0592 /
Colon St., Cebu City 412-6794
6000
3rd Floor Galleria (038) 501-0996
Luisa, Gallares St.
Tagbilaran City 6300
2/F Martina Sugbo (032) 255-6187 /
Center, P. Burgos St., 255-8573 / 412-
San Roque, Cebu City 1337

895
 Provincial Statistical Office -NEGROS Purple Bldg., Valencia (035) 442-4372
ORIENTAL St., Brgy. Bagacay,
Dumaguete City 6200
Provincial Statistical Office -SIQUIJOR Mabini St., Poblacion (035) 344-2002
Siquijor, Siquijor 6225
REGION VIII (EASTERN VISAYAS) Leyte SR Bldg., (053) 321-5153 /
Artemio Mate Ext., 321-8389
Barangay Abucay,
Tacloban City, Leyte
6500
Provincial Statistical Office -BILIRAN 2/F EMK Bldg.,
Vicentillo Extension,
Naval, Biliran 6543
Provincial Statistical Office - EASTERN 3rd Floor Wheelers (055) 560-9380
SAMAR Bldg., Baybay 5, Brgy
Songco, Borongan City
Provincial Statistical Office -LEYTE 2/F Leyte SR Bldg., (053) 832-1495
Artemio Mate
Extension, Brgy.
Abucay, Tacloban City
Leyte 6500
Provincial Statistical Office - 2/F DCPS Bldg., Rizal (055) 251-8958
NORTHERN SAMAR cor. Quezon Sts., Brgy.
Acacia, Catarman,
Northern Samar 6400
Provincial Statistical Office -SAMAR Noble Bldg., Rizal Ave., (055) 543-8245
Catbalogan, Samar
6700
Provincial Statistical Office - 2/F Port Area Bldg., (053) 570-8440
SOUTHERN LEYTE Abgao, Maasin City
Southern Leyte 6600

REGION IX (ZAMBOANGA PENINSULA) Dagdag Bldg. San Jose (062) 991-5066,

Provincial Statistical
ZAMBOANGA DEL NORTE
Road Baliwasan (062) 990-1379
Zamboanga City 7000
Office - A4M Bldg., Arellano
Extension
Miputak, Dipolog City

Provincial Statistical Office - Mercado Bldg., 143 V (062) 214-4189

ZAMBOANGA DEL SUR Sagun St.
Pagadian City 7016
Provincial Statistical Office -
Sucgang Street, (062) 333-2409
ZAMBOANGA SIBUGAY Poblacion, Ipil, and
RICHARD D. TABIGNE Zamboanga Sibugay (062) 955-0798
Chief Statistical Specialist
psasibugay@gmail.com
REGION X (NORTHERN MINDANAO) B1 - B4 Pride Rock (088) 856-2679
Business Park Gusa (088) 856-4778
Cagayan de Oro City
9000
Provincial Statistical Office - 2/F Ramos Bldg., (088) 221-2163
BUKIDNON Fortich St., Barangay 7 (088) 813-1404
Malaybalay City 8700

896
 Provincial Statistical Office -CAMIGUIN Jamero's Bldg., Rizal (088) 387-1019
St. Mambajao,
Camiguin 9100
Provincial Statistical Office -LANAO Barnuevo Bldg., (063) 221-3275
DEL NORTE Badelles St. Ext. (063) 221-6433
Pala-o, Iligan City
9200
Provincial Statistical Office -MISAMIS G/F Gaisano Mall (088) 521-0901
OCCIDENTAL Southwing Port Road
cor. 15 de Noviembre
St. Ozamis City 7200
Provincial Statistical Office -MISAMIS C7 Pride Rock (088) 858-47
ORIENTAL Business Park, Gusa,
Cagayan de Oro City
9000
REGION XI (DAVAO REGION) Ango Bldg., Cabaguio (082) 221-3593 /
Ave., Davao City 8000 221-8338 / 224-
1140
Provincial Statistical Office -DAVAO 3/F F.A. Laingo (084) 655-9605 /
DEL NORTE Development Corp. 655-9599
Bldg., Corner Bonifacio
and Quezon Sts.,
Tagum City, Davao del
Norte 8100

Provincial Statistical Office -DAVAO 3/F R & T Yap Bldg., F. (082) 224-2975 /
DEL SUR Bangoy St., Davao City 225-0172
8000 (082) 225-0172
Provincial Statistical Office - DAVAO VM David Bldg., Rizal (087) 811-7090
ORIENTAL Extension (087) 388-3215
City of Mati, Davao
Oriental 8200

Provincial Statistical Office - BMP Building, (084) 817-0172

COMPOSTELA VALLEY M.Fuentes Ave.,
Poblacion,
Nabunturan,
Compostela Valley
Provincial Statistical Office -DAVAO Abbas Ext., Poblacion, 09171389283
OCCIDENTAL Malita, Davao
Occidental 8012
REGION XII (SOCCSKSARGEN) 2/F Elena V. Co Bldg.,
Don Rufino Alonzo St.,
Cotabato City 9600
Provincial Statistical Office - Zepol Bldg. III, Alim (064) 521-0063
COTABATO St., City of Kidapawan
Provincial Statistical Office -SOUTH SCJ Building, Jose (083) 877-1905
COTABATO Abad Santos Street,
Zone III, Koronadal City

Provincial Statistical Office -SULTAN Fajardo Bldg., 19

KUDARAT Doňa Aurora St., Pob.,
Tacurong City, Sultan
Kudarat 9800
Provincial Statistical Office - Partridge Bldg., J. (083) 552-2502
SARANGANI Catolico Sr. Avenue,
Lagao, General Santos
City 9500

897
REGION XIII (CARAGA REGION) Freeman Building, J.C. (085) 225-5219
Aquino Avenue,
Barangay Imadejas,
Butuan City
Provincial Statistical Office -AGUSAN 2nd Floor Unit #6, (085) 341-2208
DEL NORTE Laureate Bldg
JC Aquino Ave.,
Butuan City
Provincial Statistical Office -AGUSAN Government Center, 0908-8670-987
DEL SUR Patin-ay, Prosperidad,
Agusan del Sur 8500
Provincial Statistical Office -SURIGAO 3/F Yuipco Bldg.,
DEL NORTE Navarro St., Surigao
City 8400
Provincial Statistical Office -SURIGAO 2/F Pimentel Bldg. (086) 211-3041
DEL SUR Donasco St., Bag-ong
Lungsod, Tandag,
Surigao del Sur 8300
Provincial Statistical Office -DINAGAT DAT Building, Purok 3 09171076804
ISLANDS Don Ruben, San Jose, 09209699580
Dinagat Islands
AUTONOMOUS REGION IN MUSLIM Carumba Bldg., Jupiter (064) 421-4064
MINDANAO (ARMM) St., RH9, Cotabato City
9600
Provincial Statistical Office -LANAO Rima Saber Taurac 0998-585-4878
DEL SUR Bldg. 3, Amai Pakpak
Avenue, Datu Saber,
Marawi City 9700
Provincial Statistical Office – 2/F A.K. Sumndad
MAGUINDANAO Bldg. (formerly E.
Marco Bldg) Mother
Barangay Rosary
Heights, No. 096
Sinsuat Avenue,
Cotabato City 9600
Provincial Statistical Office -SULU 2nd Floor, Notre Dame (085) 341-8911
Commercial Complex local 2461
Sanchez St., Walled
City, Jolo, Sulu
Provincial Statistical Office -TAWI- Barms Bldg., National (068) 268-1329
TAWI Hi-way Bongao, Tawi-
Tawi 7500

898
PHILIPPINE STATISTICS AUTHORITY

CITIZEN’S CHARTER
(2022 1st Edition)

899