(Enclosure to DepEd Order No. 16, s.

2018)
 ANNEX C
Activity Request (AR) Process Flow for DepEd Central Office

Proponent Planning Programming Division Finance Service Signing Authority

2. Planning
B.1 C.1
Evaluates each AR
on the following basis:
1. Proponent Office  Completeness of attachment
3. Budget N
Prepares and submits to Planning Accuracy against WFP Y IF AR with
Activity Request (AR) with the Evaluates each AR on the following basis: downloading is A.1
Conforms with prevailing standards and
following details: Passed Planning evaluation approved
norms
Activity Design/Program of Activities Activity code based on WFP
List of Participants
Detailed budget estimates Transmit signed AR with downloading of funds to
Approved Specialty Clearance, if Budget Division
needed in the activity Y If with cash advance
Obligation Request and Status (ORS) Y Pass? N and/or payments will be
made in the Central Office N C.2 B.2
and Disbursement Voucher (DV) for AR
with Cash Advance A.1 Certifies allotment availability on the
Approved ATP/PR by the head of the ORS Sign the Disbursement
requesting office Transmit ORS, DV and supporting Voucher and Transmit DV for
If with expense items for
AR must be cleared by Usec/Asec documents to Accounting Division Cash Advance to Cash D
In-charge of Portfolio/Official in- Transmit AR and corresponding downloading? N
documents to Budget Division
Y Division for Check
charge of program before
submission to Planning 4. Accounting preparation
If AR amount request is P30M and Evaluates each AR on the following basis:
above, It must be approved by the Passed Planning and Budget evaluation Earmarks amount C.3
DepEd Secretary Completeness of documents (confirmed Transmit AR to Signing
B.1 requested on the AR and
list of participants) authority
Transmit to Proponent
Conforms with existing standards, rules & Sign the Check and ACIC C.4
regulations and transmit back to Cash
 Budget estimates and conducts pre-audit Division for release of check
C.1 A.2
A.1 of the Disbursement Voucher (DV) and to the payee (SDO or DO) Sign the Sub-ARO
certifies the DV

1.a. Proponent Office 4.b.1. Accounting

Comply with the recommendations and Prepares NORSA and transmit Cash Division
send back to office requiring it
Y Obligation N NORSA and ORS to Budget
Division
is equal to the amount pre
A.2 audited? 4.b.2. Accounting D
C.2
Transmit DV to Signing Authority

Secure copy of AR from Cash Division (if 4.a.1. Accounting

Prepares check and ACIC and transmit to
with cash advance) or Budget Division (if Transmit ORS to Budget division C.3
approving official/signing authority
without Cash Advance)
4.a.2. Accounting
C.2
Transmit DV to Signing Authority 3.1. Budget
Process ORS & NORSA
Procurement Service

Y N
If with
procurement
B.2 E

E
Implement Activity 3.2. Budget BMS
Reviews approved authority, checks against APP; if
Prepares sub-ARO based on Approved ATD and included commences procurement activity; advises
transmit sub-ARO to approving official end-user re: schedule entailed

C.4

Activity Request (AR) Process Flow, RO & SDOs
Proponent
Proponent Office
Prepares and submits to Planning Activity
Request (AR) with the following details:
Activity Design/Program of Activities
List of Participants
Detailed Financial Requirements
Approved Specialty Clearance, if
needed in the activity
Accomplished Purchase Request (PR)
AR must be cleared by the
Official in-charge of program in
RO/SDOs before submission to
Planning
Proponent Office
1. If AR needs procurement activity,
forwards AR to Procurement Service
Implement activity
Planning
Planning
Evaluates each AR
on the following basis:
Completeness of attachment
Accuracy against WFP
Conforms with existing standards,
rules and regulations
Transmits AR to Accounting for Pre-
Audit
Yes
Pass?
No
Send Back to Proponent Office for
revision/compliance with requirements
Finance
Accounting & Budget Section/Unit
Evaluates each AR on the following
basis:
Passed Planning evaluation
Completeness of documents
Conforms with existing standards,
rules & regulations
Budget estimates and conducts pre-
audit
Accuracy against MDP
Earmarks the pre-audited amount
Returns AR to proponent office
ANNEX C
Procurement
Procurement
Evaluates each AR on the following
basis:
Passed Planning evaluation
Passed Accounting evaluation
Passed Budget evaluation
Accuracy against APP
if OK, commences procurement
activity; advises end-user re: schedule
entailed
 ANNEX C

Republic of the Philippines

Department of Education
Date

AR No: _______ (Auto-generated once requested/prepared online)

FOR :

CO: [EXECOM IN-CHARGE OF PORTFOLIO

[SECRETARY] for transactions above P30M
RO: [REGIONAL DIRECTOR]
SDO: [SCHOOLS DIVISION SUPERINTENDENT]

FROM :

CO: [DIRECTOR OR PERMANENT CO-TERM EXECUTIVE ASSISTANT (EA) IF

REQUESTING OFFICE ARE UNDERSECRETARIES, ASSISTANT SECRETARIES
AND SECRETARY
RO: [REQUESTING OFFICIAL] see DO 67, s. 2016 - Signing Authorities
SDO: [REQUESTING OFFICIAL] see DO 67, s. 2016 - Signing Authorities

SUBJECT : Activity Request

NAME OF Program/Project Name

PROGRAM(S)/
PROJECT(S) Name/Title of the Program/Project as reflected in the WFP. (e.g.
Revision of Manual of Operation for Private Schools)

OUTPUT(S) TO BE State the “Output Code(s)” and the corresponding final output(s) to be
PRODUCED AND produced as reflected in the WFP including the physical target.
ITS CODE(S)
(e.g. OC-17-BCD-CSD-PF-BEC-001 - Revised Manual of Operation for
Private School - 1)

Output Code Output Physical Target

ACTIVITY/IES TO Specific activities to be undertaken in order to produce the output. It

BE REQUESTED may be a series of workshops, trainings, writeshops, conferences,
research initiatives, studies, etc.
Example for the Revised Manual of Operations for Private Schools:
1. AC-17-BCD-CSD-PF-BEC-001, Policy Analysis Workshop
2. AC-17-BCD-CSD-PF-BEC-002, Regional Consultations in 3
clusters
3. AC-17-BCD-CSD-PF-BEC-003, Writeshop on the drafting of
revised Manual of Operations for Private Schools
4. AC-17-BCD-CSD-PFBEC-004, Printing of the Manual
 Activity Code Name of Activity

ACTIVITY/IES WITH Write NONE if there is no request

DOWNLOADING for downloading of funds. USec for Finance – BPM
Otherwise, indicate Specific OUs (for CO)
who will receive the downloaded Regional Director or SDS
funds, exact amount to be (for OUs
downloaded, and its purpose.
ACTIVITY/IES TO Identify activity/ies to be bumped-off, if any, to cover expenses
BE BUMPED-OFF required to certain activity/ies in case that the requested amount
AND ITS CODE(S) exceeds with the approved budget in WFP.
Amount to be
Activity Code Name of Activity
bumped-off

Grand Total P_______________

FINANCIAL Amount being requested (must reflect the amount indicated in WFP).
REQUIREMENTS Attach the detailed computation for pre-audit, per activity, showing the
grand total.
Requirement for this transaction as follows:
Activity Code Amount in WFP Amount Requested

Grand Total
SOURCE OF FUNDS Indicate Line Item per GAA and Funding Year

ADMINISTRATIVE Articulation of administrative arrangements (participants, inclusive

ARRANGEMENTS dates, special disbursing officer of the activity, and other relevant
information per activity including cost-sharing arrangements, if
necessary)
Activity Inclusive
Sub-Activities Pax Remarks
Code Dates

ANNEXES 1. Activity Design/Program of Activities

2. List of Participants
3. Detailed Budget Estimates
4. Certification from Clearing House, if needed in the activity
5. Accomplished Purchase Request (PR), if any
6. Legal instrument or any form of directives from person in authority
7. Portion of the approved WFP where activities are stipulated.

All expenses incurred in this activity is subject to usual accounting and auditing rules and
regulations.
 ANNEX D

Authority To Conduct (ATC) Process Flow for DepEd Central Office

Proponent Planning Programming Division Accounting Division Budget Division Signing Authority

Prepares and submits to Planning Activity C.1. B.2. D.2.

To Conduct (ATC) with the following Evaluates each ATC
details: on the following basis:
Activity Design/Program of Activities  Completeness of attachment Accounting Certifies allotment availability on the ORS Sign the Disbursement Voucher and Transmit
List of Participants Accuracy against WFP Evaluates each ATC on the following basis: Transmit ORS, DV and supporting documents to Accounting Division
Conforms with prevailing standards and norms DV for Cash Advance to Cash Division for
Detailed budget estimates Passed Planning and Budget evaluation Check preparation
Approved Specialty Clearance, if needed in Completeness of documents
the activity Conforms with existing standards, rules & B.3. C.2.
ATC must be cleared by Usec/Asec regulations
In-charge of Portfolio/Official in- E
Budget estimates and conducts pre-audit
charge of program before Prepares sub-ARO based on Approved ATC and nescesary documents then transmit
submission to Planning Y Pass? N A.1.
sub-ARO to approving official D.3.
If ATC amount request is P30M and
above, It must be approved by the
B.3.
DepEd Secretary D.4.
Y N Sign the Check and ACIC and transmit back to Cash
Pass? A.1.
A.1.
Division for release of check to the payee (SDO or DO)
Transmit ATC and corresponding documents to Process ORS and NORSA BMS
Budget Division Transmit ATC to Approving
Official/Signing Authority D.1.
Comply with the recommendations and send back D.4
to office requiring it
Accounting Division
B.1 Sign the Sub-ARO
A.2.
C.2.

Secure the approved ATC from approving/signing

authority Budget Division Signing Authority Evaluates each ORS, DV and supporting documents on the following basis: Cash Division
Passed Budget evaluation
Completeness of documents
Y If with Cash Conforms with existing standards, rules & regulations
E
N
Advance B.1. Budget estimates and conducts pre-audit of the Disbursement Voucher (DV) and
D.1.
certifies the DV
Prepare ORS & DV and Prepares check and ACIC and transmit to
transmit to Budget Division approving official/signing authority
Evaluates each ATC on the following basis: Approves/Disapproves
Passed Planning evaluation ATC
Activity code based on WFP
D.3
B.2. Y N
Y If with N Approved ATC? A.1.
Downloading
N Y Obligation N b.1. Accounting
Pass? A.1. is equal to the amount pre Prepares NORSA and transmit B.3 Procurement Service
Prepare required documents Y audited? NORSA and ORS to Budget
Signs ATC Division
and transmit to Budget
b.2. Accounting F
Division D.2
Transmit DV to Signing Authority
A.2.
Certifies allotment availability on the Reviews approved authority, checks against
Y N ATC a.1. Accounting
B.3. If with APP; if included commences procurement
procurement Transmit ATC and supporting Transmit ORS to Budget division B.3 activity; advises end-user re: schedule entailed
documents to Accounting Division
F a.2. Accounting
D.2
Transmit DV to Signing Authority
Implement Activity C.1.

Authority To Conduct (ATC) Process Flow, RO & SDOs
Proponent
A. Proponent Office
Prepares and submits to
Planning Activity To Conduct
(ATC) with the following
details:
Activity Design/Program
of Activities
List of Participants
Detailed Financial
Requirements
Approved Specialty
Clearance, if needed in
the activity
Accomplished Purchase
Request (PR)
ATC must be cleared
by the Official in-
charge of program in
RO before submission
to Planning
G. Proponent Office
If ATC needs procurement
activity, forwards ATC to
Procurement Service
Implement activity
ANNEX D
Planning Finance Approving Authority Procurement
B. Planning C. Accounting and D. Accounting and Budget F. Approving Authority H. Procurement
Evaluates each AT C on the Budget Section/Unit Section/Unit Approved/Disapproved the Reviews approved
following basis: Evaluates AT C for Evaluates each ATC on the AT C and returns it to authority, checks against
1. Completeness availability of funds following basis: Proponent Office APP; if included
2. Conforms with existing Passed Planning evaluation commences procurement
standards, rules & Passed Budget for activity; advises end-user
regulations availability of funds re: schedule entailed
Transmits ATC to Budget Yes Completeness of
Division Funds
documents
Available?
Conforms with existing
standards, rules &
No
regulations
Yes
Return to proponent office Budget estimates and
Pass?
conducts pre-audit
Earmarks the pre-audited
No amount
Transmits ATC to approving
Return to proponent office
for revision/compliance with authority
requirements
 ANNEX D

Republic of the Philippines

Department of Education
Date

ATC No: _______ (Auto-generated once requested/prepared online)

FOR :
CO: [UNDERSECRETARY FOR FINANCE – BPM WITH INITIALS OF THE
DIR FOR FINANCE-BPM] for transactions P30M and below
[SECRETARY] for transactions above P30M
RO and SDO: [APPROVING OFFICIAL] per DO 67, s. 2016 - Signing Authorities

THRU :

CO: USEC OR ASEC IN-CHARGE OF THE PORTFOLIO

RO: [ASSISTANT REGIONAL DIRECTOR]
SDO: [ASSISTANT DIVISION SUPERINTENDENT]

FROM :

CO: [DIRECTOR OR PERMANENT CO-TERM EXECUTIVE ASSISTANT (EA) IF

REQUESTING OFFICE ARE UNDERSECRETARIES, ASSISTANT SECRETARIES
AND SECRETARY
RO: [REQUESTING OFFICIAL] see DO 67, s. 2016 - Signing Authorities
SDO: [REQUESTING OFFICIAL] see DO 67, s. 2016 - Signing Authorities

SUBJECT : Authority to Conduct

NAME OF Program/Project Name

PROGRAM(S)/
PROJECT(S) Name/Title of the Program/Project as reflected in the WFP. (e.g.
Revision of Manual of Operation for Private Schools)

OUTPUT(S) TO BE State the “Output Code(s)” and the corresponding final output(s) to be
PRODUCED AND produced as reflected in the WFP including the physical target.
ITS CODE(S)
(e.g. OC-17-BCD-CSD-PF-BEC-001 - Revised Manual of Operation for
Private School - 1)

Output Code Output Physical Target

ACTIVITY/IES TO Specific activities to be undertaken in order to produce the output. It

BE REQUESTED may be a series of workshops, trainings, writeshops, conferences,
research initiatives, studies, etc.
Example for the Revised Manual of Operations for Private Schools:
1. AC-17-BCD-CSD-PF-BEC-001, Policy Analysis Workshop
 2. AC-17-BCD-CSD-PF-BEC-002, Regional Consultations in 3
clusters
3. AC-17-BCD-CSD-PF-BEC-003, Writeshop on the drafting of
revised Manual of Operations for Private Schools
4. AC-17-BCD-CSD-PFBEC-004, Printing of the Manual

Activity Code Name of Activity

ACTIVITY/IES WITH Write NONE if there is no request for downloading of funds.

DOWNLOADING Otherwise, indicate Specific OUs who will receive the downloaded
funds, exact amount to be downloaded, and its purpose.
ACTIVITY/IES TO Identify activity/ies to be bumped-off, if any, to cover expenses
BE BUMPED-OFF required to certain activity/ies in case that the requested amount
AND ITS CODE(S) exceeds with the approved budget in WFP.
Amount to be
Activity Code Name of Activity
bumped-off

Grand Total P_______________

JUSTIFICATION
1. Not specified in 1. Justify why the said activity should be funded, b) what will be its
the WFP effect to your committed output targets, c) why the activity must be
conducted, and d) state its effect if the activity will not be
conducted.
2. Deviated from 2. Justify the deviations from the WFP, b) what will be its effect to
the WFP your committed output targets, c) why the activity must be
conducted without an approved WFP, and d) state its effect if the
activity will not be conducted.
FINANCIAL Amount being requested (must reflect the amount indicated in WFP).
REQUIREMENTS Attach the detailed computation for pre-audit, per activity, showing the
grand total.
Requirement for this transaction as follows:
Activity Code Amount in WFP Amount Requested

Grand Total
SOURCE OF FUNDS Indicate Line Item per GAA and Funding Year
ADMINISTRATIVE Articulation of administrative arrangements (participants, inclusive
ARRANGEMENTS dates, special disbursing officer of the activity, and other relevant
information per activity including cost-sharing arrangements, if
necessary)
Activity Inclusive
Sub-Activities Pax Remarks
Code Dates

ANNEXES 1. Activity Design/Program of Activities

2. List of Participants
 3. Detailed Budget Estimates
4. Certification from Clearing House, if needed in the activity
5. Accomplished Purchase Request (PR), if any
6. Legal instrument or any form of directives from person in authority
7. Portion of the approved WFP where activities are stipulated.

All expenses incurred in this activity is subject to usual accounting and auditing rules and
regulations.