Research Deliverables,

Liquidation Of Funds, Findings

and Observations, and Timelines
 BERF is output-based. The release and liquidation of funds
are dependent on the submission and acceptance of the grantee’s
deliverables.
Once the deliverables are accepted by the research
committees and submitted to the Budget and Accounting
Divisions, the approved amount will be released to the grantee.
The secretariat will inform the grantee when the funds are
released. The allotted amount will be released to the grantee
through the most cost-efficient means.
 Research Deliverables and Documentary Attachments
per Tranches
Scope Tranche Percentage Deliverables and Documentary Attachments

 Inception Report
First Tranche  Data collection instruments
(Mobilization 40%  Cost Estimates
Fund)  Certificate of Acceptance for the deliverables
 Copy of MOA
National,  Data collection activities
Region,  Data analysis
Division Second Tranche 40%  Initial findings
and District  Certificate of Acceptance for the deliverables
 Copy of MOA
 Final Report
 Certificate of Acceptance from the National or
Last Tranche 20%
Regional Research Committees
 Copy of MOA
Research Deliverables and Documentary Attachments
per Tranches
Scope Tranche Percentage Deliverables and Documentary Attachments

 Work Plan
 Data collection instrument
First Tranche 80%  Cost Estimates
 Certificate of Acceptance for the deliverables
 Copy of MOA
Schools/
CLC

 Final Report
 Certificate of Acceptance from the National or
Last Tranche 20%
Regional Research Committees
 Copy of MOA
 Checklist for the Release of Funds per Tranches
Checklist for Basic/Applied Research
Documents to be submitted for the release of the 1st tranche for BERF 2020
  Obligation Request Status (ORS) 3 copies
  Disbursement Voucher (DV) 3 copies
  Inception Report 3 copies
  Data collection instruments 3 copies

  Cost Estimates 3 copies

  Certificate of Acceptance for the deiverables 3 copies
  Copy of Notarized Memorandum of Agreement (MOA) 5 copies
Letter Request to release the fund (please indicate LBP 3 copies
  Account Number, it must be active bank account )
Photocopy of LANDBANK ATM 3 copies
 Checklist for the Release of Funds per Tranches
Checklist for Basic/Applied Research
Documents to be submitted for the release of the 2 nd tranche for BERF 2020
  Obligation Request Status (ORS) 3 copies
  Disbursement Voucher (DV) 3 copies
  Data collection activities 3 copies
  Data Analysis 3 copies

  Initial findings  
  Certificate of Acceptance for the deliverables 3 copies
  Photocopy of Liquidation Report 3 copies

Photocopy of previous DV of the 1st tranche 3 copies

 
Photocopy of ORS 3 copies
 Checklist for the Release of Funds per Tranches
Checklist for Basic/Applied Research
Documents to be submitted for the release of the last tranche for BERF 2020
  Obligation Request Status (ORS) 3 copies
  Disbursement Voucher (DV) 3 copies
  Final Report (Completed Research) 2 copies

  Certificate of Acceptance from Regional Research Committee 3 copies

  Policy Note 1 copy

  Photocopy of Liquidation Report 3 copies
  Photocopy of previous DV of the 1st tranche 3 copies

Photocopy of ORS 3 copies

 
Photocopy of Notarized MOA 3 copies
 Checklist for the Release of Funds per Tranches
Checklist for Action Research
Documents to be submitted to release the 1st tranche for BERF 2020
  Obligation Request 3 copies
  DV 3 copies
  Work Plan 3 copies
  Data Collection instrument 3 copies
  Cost Estimates 3 copies
  Certificate of Acceptance for the Deliverables 3 copies
  Copy of Notarized MOA 5 copies
Letter Request to release fund (please indicate LBP Account
  3 copies
Number, it must be active bank account )

Photocopy of LANDBANK ATM 3 copies

 Checklist for the Release of Funds per Tranches
Checklist for Action Research
Documents submitted to release the last tranche for BERF 2020

Final Report 3 copies

 

Certificate of Acceptance from Regional Research Committee 3 copies

 

Photocopy of previous DV of the 1st tranche 3 copies

 

  Photocopy of ORS 3 copies

  Photocopy of Liquidation Report 3 copies

Photocopy of Notarized MOA 3 copies

 

Research Bulletin 1 copy

 
How to accomplish
documentary
attachments?
Obligation Request and Status (ORS) and
Disbursement Voucher (DV) – c/o Finance Unit
Request Letter
to Release the
Funds
Certificate of
Acceptance of
Deliverables
Memorandum
of Agreement
(MOA)
 Reminders in the
Submission of
Deliverables and
Implementation of
Research
• Start the purchase of the materials/supplies 5
working days upon the signing/date of MOA

• Please don’t wait for the release of the funds to

start the conduct of the study

• Seek Technical Assistance to SEPS for guidance

• Prepare the documents in 3 sets duly fasten at the
topmost part
• Please use short bond paper except for MOA
• Arrange the documents in the following sequence:
1. Obligation Request and Status (ORS);
2. Disbursement Voucher (DV);
3. Certificate of Acceptance for the Deliverables;
4. Cost Estimates;
5. Work plan and Timelines;
6. Letter Request;
7. Photocopy of Landbank ATM; and
8. Copy of MOA
Liquidation of
BERF Grant
 Legal Basis for Granting Cash Advance
• The rules and regulations on the grant and liquidation of
cash advances are prescribed under COA Circular No. 97-
002 dated February 10, 1997 and reiterated in COA
Circular No. 2009-002 dated May 18, 2009 and Section 89
of PD No. 1445.
• No additional cash advances shall be allowed to any official
or employee unless the previous cash advance given to him
is first liquidated and accounted for in the books.
• A cash advance shall be reported as soon as the purpose for
which it was given has been served.
 CHECKLIST FOR LIQUIDATION REPORT OF BERF CY 2020
LIQUIDATION REPORT (LR) 3 copies (all original)
SUMMARY OF EXPENSES (SOE) 3 copies (1 original 2 photocopies)
OFFICIAL RECEIPT (Duly inspected by School Property Custodian or Supply
Officer/Inspectorate Team, if meals please indicate breakdown as to number of pax 3 copies (1 original 2 photocopies)
and the amount per meal per pax)
Cost Estimates 3 copies (1 original 2 photocopies)
ACKNOWLEDGMENT RECEIPT (AR -To be used only if receipt is not available for 3 copies (1 original 2 photocopies)
example snacks purchased at school canteen)

Attendance Sheet 3 copies (1 original 2 photocopies)

Documents to be attached for traveling expenses:
BUS TICKET 3 copies (1 original 2 photocopies)
RER FOR TRANSPORTATION (IF AMOUNT IS ABOVE P300.00) 3 copies (1 original 2 photocopies)
AUTHORITY TO TRAVEL (Station to DO/RO and vice versa) 3 copies (1 original 2 photocopies)
ITINERARY OF TRAVEL 3 copies (1 original 2 photocopies)
CERTIFICATE OF APPEARANCE 3 copies (1 original 2 photocopies)
CERTIFICATE OF TRAVEL COMPLETED 3 copies (1 original 2 photocopies)
CERTIFICATION OF EXPENSES NOT REQUIRING RECEIPTS (to be used only for
3 copies (1 original 2 photocopies)
transportation, if no bus ticket/receipt from the taxi driver) (COENRR)
 Liquidation
Report
Amount
in DV

LDDAP ADA
No. 101-12-889-2020

DATED 12/29/2020
Acknowledgment
Receipt for Goods
Acknowledgment
Receipt for
Transportation
Official
Receipt
Certification of
Expenses not
Tricycle fare
Requiring Jeepney fare
P 50.00
P 30.00

Receipts

To submit liquidation report to division office

Printed name over Printed name over

signature of the signature of the
Proponent Immediate Supervisor
Summary of
Expenses
 Findings and
Observations in the
Liquidation Report
• Entries in the Summary of Expenses does not align
with the ORs/RER/Certification of Expenses Not
Requiring Receipts

• Official Receipts not inspected by the Property

Custodian/Supply Officer/Inspectorate Team

• Purchase of materials/Date in the ORs were done

before the signing/date of MOA

• No attached original Official Receipts/RER

• Used Certification of Expenses not Requiring
Receipts for non-travelling expenses

• Number of attendees in the attendance sheet does not

jibe with the number of pax in the OR

• Communication/Internet load expenses exceeded the

cost estimates
• No attached Authority to Travel, Itinerary of Travel
and Certificate of Appearance in support to
travelling expenses
• RER for meals has no breakdown

• Date in the attendance sheet does not jibe with the

Official Receipts/RER for snacks/meals

• No signature of immediate supervisor principal in the

Certification, Authority to Travel and Itinerary of
Travel

• DELAYED SUBMISSION OF LIQUIDATION

REPORT
 Reminders in the
Submission of
Liquidation Reports
• Submit the Liquidation Report 1month after the
release of funds

• Submit the necessary documents to SEPS for REVIEW,

consolidation and tracking

• Prepare the documents in 3 sets and place each in 3

short folders duly fasten at the topmost part
• Use short coupon bond for all liquidation report
attachments

• Paste the ORs, RER, Certificate of Appearance, etc.

properly

• Arrange the documents in the following sequence:

1. Liquidation Report;
2. Summary of Expenses;
3. ORs/RER/Certification;
4. supporting docs for claims of snacks, travel, etc.
Timelines to Remember
Activity Timeline
Action Research 6 months
Basic Research 1 year
Submission of Liquidation 1 month after the release
Report of the funds
Preferably after the
Submission of 2nd/last
signing of Certificate of
tranche
Acceptance