PHILIPPINE NATIONAL RAILWAYS · Page 2, Procedures of Transactions Under the R.A. 11032 I. PNR...

PHILIPPINE NATIONAL RAILWAYS

CITIZEN’S CHARTER

PHILIPPINE NATIONAL RAILWAYS Procedures of Transactions Under the R.A. 11032 – ANTI-RED TAPE ACT OF 2007

Page 2, Procedures of Transactions Under the R.A. 11032

I. PNR MANDATE:

The Philippine National Railways, being a factor for socio-economic development and growth, shall be part of the infrastructure program of the government and, as such, shall remain in and under government ownership during its corporate existence. The PNR must be administered with the view of serving the interests of the public by providing them the maximum of service and, while aiming at its greatest utility by the public, the economy of operation must be ensured so that service can be rendered at the minimum passenger and freight prices possible.

II. PNR VISION:

An improved, sustainable railway system running from Manila to Legaspi, carrying cargo to and from North Harbor and Batangas, providing commuter lines from Caloocan to Calamba and in Bicol; poised for a unified rail system in Luzon from Sorsogon to Ilocos branching to Cabanatuan and Tuguegarao. With a perspective study of a transnational railroad system covering Luzon, Visayas and Mindanao; enjoying robust riderships and freight, providing accessible means of transport that's comfortable, secure, reliable and affordable to satisfied commuters - all these thru a responsive PNR organization engaged in Public-Private-Partnership.

III. PNR MISSION:

The PNR shall provide safe, reliable and affordable railway services as a socioeconomic development tool within the framework of the national infrastructure system, while ensuring sustainable operations so that optimum service can be rendered at minimum passenger and freight prices.

IV. SERVICE PLEDGE:

The PNR Management and its Employees aims to provide a: C - Convenient A - Affordable R - Reliable E - Efficient S - Safe Train Service to the riding public.

V. LEGAL BASES

Republic Act 4156, An Act Creating the PHILIPPINE NATIONAL RAILWAYS, Prescribing its Powers, Functions, and Duties, and Providing for the Necessary Funds for its Operation. (20 June 1964).



Republic Act 6366, An Act to Provide for the Rehabilitation and Modernization of the Philippine National Railways by Amending Section One, Three, Five, Nine,

Eleven, Twelve, Fourteen, and Seventeen of Republic Act Number Forty-One Hundred Fifty Six, entitled “An Act Creating the PHILIPPINE NATIONAL RAILWAYS, Prescribing its Powers, Functions, and Duties, and Providing for the Necessary Funds for its Operation.” (16 August 1971)

Presidential Decree 741, Amending Certain Sections of Republic Act Number Forty-One Hundred and Fifty-Six, entitled “An Act Creating the PHILIPPINE NATIONAL RAILWAYS, Prescribing its Powers, Functions, and Duties, and Providing for the Necessary Funds for its Operation,” as Amended by Republic Act Number Sixty-Three Hundred and Sixty-Six. (3 July 1975)

LIST OF OFFICES

OFFICE CHIEF OF OFFICE DIRECT LINE LOCAL

CHAIRMAN OF THE BOARD OFFICE

Gen. Roberto Lastimoso 5319-0063 109

OFFICE OF THE GENERAL MANAGER

General Manager Junn B. Magno 5319-0170 160

Joseline A. Geronimo 5319-0166 164

Chief of Staff – OIC Atty. Maria Criselda S. Ecalnea 5319-0061 170

Consultant Edgardo Fausto 172

Resource Planning Wendell Mark Chua 159

Board Room 119

OGM Security 167

Clerk Processor A Robert Jhon Biendo 169

Data Carrier Mark Anthony Mariscotes 121

Chona R. Cristobal

165

COMMISSION ON AUDIT

Corporate Auditor Teodora R. Joson 5319-0165 143

State Auditor III Emidio Quinto 179

State Auditor III Jocelyn Pulon 178



State Auditor I Priscilla T. Barba 142

141 INTERNAL AUDIT DIVISION

Internal Auditor V 5319-0160 132

Internal Auditor III Catherine B. Bonaobra 136

131

LEGAL DIVISION

Chief Legal Atty. Carlo Jolette Fajardo 5319-0156 147

Legal Assistant Maria Lourdes Wayan 150

ASSET MANAGEMENT DIVISION

Division Manager A - OIC Atty. Dagiw-a K. Cudalap 5319-0161 139

174

175

140

CORPORATE PLANNING DIVISION

OIC – Division Manager A Engr. Romelyn Sison 5319-0171 152

ADMINISTRATIVE AND FINANCE DEPARTMENT

Department Manager A Ariel Cunanan 5319-0162 156

155

157

154

353

ADMINISTRATIVE AND GENERAL SERVICES DIVISION

OIC – Division Manager A Rizalina Caincol 5319-0157 158

CONTROLLERSHIP DIVISION

Division Manager B Juana D. Samson 5319-0154 181

Cashier A Reyadel L. Patungan 146

162



Accounting Analyst Prescilla Domingo 145

183 BUDGET AND CASH DIVISION

OIC – Division Manager A Josefina R. Libo-on 5319-0163 134

Corporate Budget Specialist A

Ma. Josefa Victoria C. Apal 135

Receipts and Bookkeeping Section

Analiza N. Estrella 177

326

148

Cashier Eddie Garcia 176

OPERATION DEPARTMENT

Acting Department Manager A

Joseline A. Geronimo 5319-0043 187

Administrative Assistant Maricel D. Jongco 5319-0047 117

Operation Admin Office Edwin Stefano Perez 120

TELECOM, SIGNAL AND ELECTRICAL DIVISION

OIC – Division Manager A Engr. Josie S. Bordado 5319-0122

Technical Staff Maricel Lalu 106

Marlyn Del Pilar 108

TSE Maintenance Services Ricardo Ricafranca jr. 5319-0055

Van Insa 107

TRAIN PERSONNEL DIVISION

Train Conductor’s Office Division Manager

Jose M. Florece 116

Conductor’s Dormitory 5319-0065

OIC Train Driver’s Office Christian Pacis 5319-0054 105

TRAIN CONTROL AND TERMINAL DIVISION

Division Manager A Ricarte Galope 5319-0044 113

Railway Operations Officer C

112



Dispatcher 5319-0048 173

ENGINEERING DEPARTMENT

Acting Department Manager A

Engr. Emmanuel Tolentino 5319-0052 130

127

Secretary B Crizel C. Satera 129

Administrative Assistant 1 Jose Antonio V. Lauerna 125

Senior Draftsman Teodorro A Cantos 123

EVALUATION AND DESIGN DIVISION

Records Officer A Salve Llapitan 115

Engineering Assistant Ferlyn U. Pelayo 126 BUILDING DIVISION

Construction Foreman A Ariel A. Mercado 126

Foreman Rene Asuncion 124

SAFETY AND MAINTENANCE DIVISION (AREA 1)

OIC – Division Manager A Engr. Jaypee Relleve 5319-0057 133

Railway Operation Inspector

Jaime R. Alonzo 114

ROLLING STOCK MAINTENANCE DEPARTMENT

OIC – Department Manager A

Engr. Roderick B. Medroso 5319-0121

Division Manager Engr. Esperidion Regulto 190

RSM Caloocan Rolando Onas 5310-6554

MANILA YARD AND LINE SHEDS DIVISION

Division Manager A 5319-0062

Manila Shed Engr. Nestor R. Oliveros 5319-0056

Engine Crew 5319-0054

Commuter Express Maintenance

Engr. Diosdado A. Jose 5319-0059



PNR MULTI PURPOSE COOPERATIVE

Rosendo Calleja 166

OFFICE OF SECURITY AND COMPLIANCE

Civil Security Officer A Ricarte R. Galope Jr. 5319-0060 102

PNR TUTUBAN LOBBY

Help Desk Carlita Guiao 5319-0045

Dispensary Dr. Nenita de Guzman 104

Tayuman Security Office 5319-0064

Tututban Security Entrance Gate

PNR TRUNKLINE connecting to all Departments

5319-0041 0/100

5319-0048

5319-0049

5319-0050

5319-0051

5319-0063

5319-0056



Department : OFFICE OF THE GENERAL MANAGER

Classification (simple, complex

or highly technical)

Service/Process Documentary Requirements Person in

Charge

Fees/ Costs

Procedure Maximum Process Time

Highly Technical 1. Approval of Notice of Award (NOA)

1. PNR Board Approval of BAC Resolution and confirmation of GM’s Authority to Sign

2. Secretary’s Certificate / Board Resolution / Board Resolution No. from the Corporate Secretary

3. Valid Bid Security 4. BAC Resolution

Recommending the Award

Clerk, EA, Secretary

n/a 1. Project Consultant/COS-HEA to review the completeness of the documentary Submission (3 working days from receipt of documents, provided that, if the documents are submitted at 4pm onwards, the same shall be deemed to have received the business day)

2. General Manager to sign NOA (2 working days from the favorable recommendation of the Project Consultant/COS-HEA, provided that the two-lawyer rule is complied)

Seven (7) calendar days from PNR Board approval

Highly Technical 2. Approval of Contract Agreement

1. PNR Board Approval / confirmation of GM’s Authority to Sign

2. Secretary’s Certificate / Board Resolution / Board Resolution No. from the Corporate Secretary

3. Legal Division favorable recommendation


n/a 1. Project Consultant/COS-HEA to review the completeness of the documentary Submission (3 working days from receipt of documents, provided that, if the documents are submitted at 4pm onwards, the same shall be deemed to have received the business day)

2. General Manager to sign NOA (2 working days from the favorable




recommendation of the Project Consultant/COS-HEA, provided that the two-lawyer rule is complied)

Highly Technical 3. Approval of Notice to Proceed for Goods/Service

1. Performance Security valid from the effectivity of the Contract until the Completion Date

2. Acknowledged NOA 3. Signed and Notarized

Contract Agreement 4. Project Implementation

Documents 5. Delivery Schedule, if

applicable. 6. Target Milestone Work, if

applicable.


n/a 1. Project Consultant/COS-HEA to review the completeness of the documentary submission (3 working days from receipt of documents, provided that, if the documents are submitted at 4pm onwards, the same shall be deemed to have received the business day)

2. General Manager to sign NTP (2 working days from the favorable recommendation of the Project Consultant/COS-HEA, provided that the two-lawyer rule is complied)


Highly Technical 4. Approval of Notice to Proceed for Infrastructure

1. Performance Security valid from the effectivity of the Contract until the Completion Date

2. Acknowledged NOA 3. Signed and Notarized

Contract Agreement 4. Project Implementation

Documents



Seven (7) calendar days from submission of Performance Security



5. Program of Work 6. Implementation Schedule /

Gantt Chart 7. Project Manager/Project

Supervisor/Point Person

2. General Manager to sign NTP (2 working days from the favorable recommendation of the Project Consultant/COS-HEA, provided that the two-lawyer rule is complied)

Highly Technical 5. Approval of Amendment to Order/Extension of Delivery Period WITHIN the Threshold pursuant to Board Resolution No. ___- 2019

1. Request from supplier / contractor

2. End-user evaluation/ recommendation for the approval of the request

3. Legal pass determining the timeliness of the request

4. Amendment to Order with signature of the office concerned



2. General Manager to sign Amendment to Order Forms (2 working days from the favorable recommendation of the Project Consultant/COS-HEA, provided that the two-lawyer rule is complied)

Twenty (20 Calendar days from receipt of supplier’s request, provided that the Amendment to order must be issued prior to the end of contractual period.



Highly Technical 6. Approval of Amendment to Order/Extension of Delivery Period BEYOND the Threshold pursuant to Board Resolution No. ___- 2019

1. PNR Board Approval / Secretary’s Certificate / Board Resolution / Board Resolution No.

2. Request from supplier / contractor

3. End-user evaluation/ recommendation for the approval of the request

4. Legal pass 5. Amendment to Order

Form/ Variation Order Form signed by the office concerned


n/a 1. Project Consultant/COS-HEA to review the completeness of the documentary submission (3 working days from receipt of documents)



Highly Technical 7. Approval of Variation Order/ Extension of Period for Infrastructure Projects WITHIN the Threshold pursuant to Board Resolution No. ___- 2019

1. Request from the Contractor

2. Copy of the Original Contract

3. Engineering Department Evaluation/ Recommendation for the approval of the request, which shall include (a) computation as to the quantities of the additional works involved per item indicating the specific stations where such works are needed; (b) the date of inspection conducted and the result of such inspections; (c) detailed estimate of unit cost of such







items of work for new unit costs, including those expressed in volume / area / lump sum / lot

4. Copy of the Approved Original Plans indicating the affected portion(s) of the project and recommended revised plans and specifications, if applicable., indicating the changes made which shall be color coded

5. For extension of delivery/work period, the End-user recommendation shall sufficiently the details how the number of days of extension was determined.

6. For time extension, certification or reports establishing the existence of the grounds for the contract time extension: (1) PAGASA Report; (2) Provincial Commander Report - peace and order situation; or (3) Certification from DOLE,



DTI, DILG and/or DND - shortage of materials, labor strike or other similar activities that disrupted construction operations through no fault of the contractor.

Highly Technical 8. Approval of Variation Order/ Extension of Period for Infrastructure Projects BEYOND the Threshold pursuant to Board Resolution No. ___- 2019

1. PNR Board Approval Secretary’s Certificate / Board Resolution / Board Resolution No.

2. Request from the Contractor

3. Copy of the Original Contract

4. Engineering Department Evaluation/ Recommendation for the approval of the request, which shall include (a) computation as to the quantities of the additional works involved per item indicating the specific stations where such works are needed; (b) the date of inspection conducted and the result of such inspections; (c) detailed







estimate of unit cost of such items of work for new unit costs, including those expressed in volume / area / lump sum / lot

5. Copy of the Approved Original Plans indicating the affected portion(s) of the project and recommended revised plans and specifications, if applicable., indicating the changes made which shall be color coded

6. For extension of delivery/work period, the End-user recommendation shall sufficiently the details how the number of days of extension was determined.

7. For time extension, certification or reports establishing the existence of the grounds for the contract time extension: (1) PAGASA Report; (2) Provincial Commander Report - peace and order situation; or (3)



Certification from DOLE, DTI, DILG and/or DND - shortage of materials, labor strike or other similar activities that disrupted construction operations through no fault of the contractor.

Highly Technical 9. Final Approval of Plans

1. Original Copy of the Plan 2. Written recommendation

from End-User or concerned office


n/a 1. Project Consultant to review the submission (3 working days from receipt of documents, provided that, if the documents are submitted at 4pm onwards, the same shall be deemed to have received the business day)

2. General Manager to approve or disapprove the Plans (2 working days from the favorable recommendation of the Project Consultant/ COS-HEA, provided that the two-lawyer rule is complied

1. Maximum of three (3) days from receipt;

2. One (1) day from the review of the Project Consultant/ COS-HEA



Simple 10. Request for Travel Authority / Order

1. Recommendation from Department/ Division Manager

2. If cash advance is needed, necessary documents must be submitted at least 15 working days before the intended travel

3. See Documentary Requirements for Local/Foreign Travel

Head Executive Assistant, Executive Assistant, HEA/SEA

n/a 1. COS/HEA to check the completeness of the documentary submission (3 working days form receipt of documents

2. Executive Assistant to prepare the Travel Order/Authority with proper information, inclusive dates, and proper coding (1 day from the receipt of order from the COS/HEA)

3. General Manager to approve or disapprove the request for Travel Order/Authority. (2 days from the recommendation of the COS-HEA)

Within three (3) working days

Complex 11. Approval of Material Requisition/ Purchase Request

1. Annual Procurement Plan 2. Budget appropriation from

Corporate Planning Division

Head Executive, Executive Assistant, HEA/SEA

n/a 1. Executive Assistant to check the completeness of the documentary requirements (1 day from receipt of the written request for approval)0

2. General Manger to approve or disapprove the MR/PR (1 day from the Executive Assistant verification of completeness of documentary requirements)

1. Two (2) working days from receipt for request approval

2. Three (3) working days from the confirmation of complete submission of documentary requirements



Complex 12. Approval of DTR for Department/ Division Managers/ Consultants

1. Initial of COS/HEA, with appropriate attachments in case of official travel, leave of absences.

2. Accomplishment Reports for Consultants

Head Executive, Executive Assistant, HEA/SEA

n/a 1. COS/HEA to sign the DTR and Accomplishment Report, if applicable. (1 working day from the date of receipt)

2. General Manager to sign and approve or disapprove the DTR and Accomplishment Reports (1 working day after the COS/HEA review and sign the DTRs and Accomplishment Reports)

Three (3) working day from the date of receipt

Highly Technical 13. Approval of IPCR/DPCR

1. Recommendation from PMT

2. Rating Matrix

PMT, Head Executive Assistant

n/a 1. General Manager to sign and approve the IPCR/DPCR (5 working days from receipt of complete documentary requirements)

Seven (7) Working days from receipt of complete documentary requirements.

Highly Technical 14. Approval of Employment Requisition

1. Employment Requisition (ER) Form with signature of recommending authorities

2. Budget appropriation from Corporate Planning Division

Head Executive Assistant, Corporate Planning Division

n/a 1. General Manager to sign and approve the ER Form (discretionary; 5 working days from receipt of complete documentary requirements)


Highly Technical 15. Approval of Employee/Personnel Wages/ Salaries

1. Bank Transfer Order / Debit Advice shall be submitted on or before the 5th and 20th of the month.

2. Payroll with signatures of concerned AFD Managers shall be submitted on or

Administrative & Finance Department; Corporate Planning Division

n/a 1. General Manager to approve and sign or disapprove the Debit Advice (same day the Debt Advice is advice, provided that the Debit Advice and payroll are




before the 5th and 20th of the month

submitted before 3 o’clock in the afternoon

Highly Technical 16. Approval of Special Power of Attorney for cases pursuant to Board Resolution No. __ - 2019

1. Written Memorandum of the Case signed by the Legal Division Manager

2. Photocopy of Board Resolution No. ___ - 2019

3. Special Power of Attorney Form with initial


n/a 1. COS/HEA to verify the completeness of the documentary requirements (2 working days from receipt of request)

2. General Manager to approve and sign or disapprove the request for issuance of SPA (1 working day from the COS/HEA verification of complete documentary requirements

Three (3) working days from receipt of request

Highly Technical 17. Train operation related reports

1. CSO Report/Endorsement 2. Security Service Initial

Report 3. Evidentiary documents

(pictures and/or videos)


n/a 1. Executive Assistant to endorse the matter to Legal Division for appropriate action (2 working days from receipt of the complete report

Three (3) working days from receipt of reports



Department : LEGAL DIVISION

A. GOVERNMENT – TO – GOVERNMENT TRANSACTIONS

Classification (simple,

complex, or highly

technical)

Service Documentary Requirements

Person in Charge

Fees/Costs Procedure Maximum Process Time

Remarks

Simple 1. Contract Review

Submission of recommendation of PNR Legal Division to OGCC for legal opinion

1. Legal Officer

2. Chief of Legal Division

3. Clerk Processor

Mailing/ courier service

1. Received the Contract for review and check the required documents.

2. If incomplete, return to the requesting office within the day.

3. If complete, transmit to the assigned Legal Officer/Corporate Lawyer and proceed with the review.

4. Submit review to Chief for approval.

5. Affix initial on the right side of the General Manager’s name.

6. Transmittal of Contract to Office of the General Manager for signature.

Depends on the calendar of OGCC which PNR has no control.

Chief of Legal Division shall review the draft of Legal Recommendation within five (5) working days from submission. Thereafter, the same shall be finalized and released.

Complex



Simple 7. PNR Cases (Civil/Criminal)

1. Legal Officer

2. Chief of Legal Division

Filing Fee

1. Prepare the necessary complaint.

2. Attach the pertinent files such as but not limited to: a. Certificate of Non-

Forum Shopping; and b. Special Power of

Attorney of PNR General Manager

c. Other related Annexes

d. Filing of the case in Court with jurisdiction over the subject matter.

15 working days upon receipt

Chief of Legal Division shall review the draft of the complaint within five (5) working days from submission. Thereafter, the same shall be finalized for filing.

Complex Records Officer

Mailing/ Courier service

1. Recommendation by Legal Division to forward the case to OSG.

2. Approval of the OGM of the Legal Division’s recommendation.

3. Upon approval, endorsement/forwarding of the case (Civil/Criminal) to Office of the Solicitor General (OSG).

Legal Division will coordinate with the OSG for the designated court schedule of each case in order to inform the designated OSG Counsel.



B. GOVERNMENT-TO-BUSINESS TRANSACTIONS

Classification (simple, complex or highly

technical)


Person in Charge


Remarks

N/A N/A N/A N/A N/A N/A N/A N/A

C. GOVERNMENT TO CITIZEN TRANSACTIONS




Person in Charge


Remarks

Simple Humanitarian Assistance

1. Hand or Type-written letter-request addressed to the Head of the Civil Security Office (CSO).

2. Any government-issued or valid ID of the person requesting.

3. Any government-issued or valid ID of the victim.

4. Contact number. 5. Hospitalization/Medical

receipts. 6. Death certificate, in case

of death of the victim.

Legal Officer N/A 1. Receive the request for humanitarian assistance.

2. Assignment to Corporate Lawyer/Legal Officer for review.

3. Review of the case and drafting of the Legal Memorandum.

4. Review of the draft recommendation by the Chief.

1 working day/ upon receipt

Upon release of the legal advice/report, the same shall be subject to the approval of the General Manager and the PNR Board.



7. Other documents to

prove RELATIONSHIP

with the victim/deceased.

8. Incident Report from TCTOD/Security.

9. Photos of the subject and the site/location.

5. Finalization of the report.

6. Release of report and recommendation for General Manager’s approval.

Complex Administrative Complaint

1. Notarized complaint of the Complainant;

2. Certification of Non-Forum Shopping; and

3. Other related documents to the complaint

Legal Officer N/A 1. Legal Officer will review the complaint and ask respondent to explain his side.

2. If there is a probable cause, the Chief of Legal Division will recommend that formal charges be filed against the person complained of.

3. If none, the Chief of Legal Division will dismiss the complaint for lack of probable cause.

15 working days upon receipt

Upon drafting the resolution, the same shall be subject to the approval of the General Manager and the PNR Board.



Department : CORPORATE PLANNING DIVISION

A. GOVERNMENT-TO-GOVERNMENT TRANSACTIONS


complex or highly

technical)


Person in Charge


Remarks

Highly Technical

Preparation of Corporate Operating Budget (COB) and Budget Proposal for submission to Department of Budget & Management

Budget call from DBM Corporate Planning Section

N/A Upon receipt of Budget call from DBM, a memorandum will be issued to PNR Departments and Divisions for submission of the following documents: Train Operations

Plan List of Job Orders PPMP/Work

Programs Projects (Local &

Foreign, if any) Previous Year

Financial Statements (IS, BS, TB & Outstanding Balance of Foreign Loans)

Depends on the DBM Budget Calendar and the availability of documents from concerned departments and divisions (Copy of DBM Budget Calendar is hereby attached)

Documents mentioned are obtained from the following offices:

Train Operation

Plan - Operations Dept. and Metrics Section of Corplan Division

List of Job Orders – AGSD

PPMP Work Programs – Engineering Dept., RSMD, Corplan Division



Details of MOOE (Actual by Dept.)

RE Sales & Rental Sale of Scrap GAD Plans &

Previous Year Accomplishment

Corporate Planning Section

N/A Upon submission of respective offices, these documents are consolidated into prescribed DBM Budget Forms

DBM Budget Forms

(List of DBM Budget Forms attached)

Division Manager/OIC

N/A Budget proposal is presented and deliberated with the ManComm; for GM’s approval

DBM Budget Forms

GM N/A After the GM’s approval, budget proposal is included in the agenda of the scheduled Board Meeting, to be presented for BOD’s approval

Budget Proposal


N/A Approved Budget Proposal is submitted to DBM, copy furnish the DOTr Secretary and Budget Division

Approved Budget Proposal



Division Manager/OIC & Corporate Planning Specialist

N/A Preparation for the Technical Budget Hearing by DBM

PPT of PNR Budget

N/A DBM approval of the PNR Budget Proposal and to be included in the Nat’l Expenditure Program

Approval Letter, copy of NEP


N/A Preparation for the Budget Hearings (Committee Meeting for House and Senate, Plenary for House and Senate)

Budget Proposal and other documents as required

N/A House and Senate Joint Approval of the PNR Budget Proposal and to be included in the General Appropriations Act

Copy of GAA (if available)

Highly Technical

Coordination of projects with other agencies

Correspondences (formal letters and/or e-mails)

Routing slip

Project Management Section

N/A Correspondences received by OGM are forwarded to the Division Manager/OIC

Depends on the following: Type of record

needed for coordination

Will only be released upon approval of the CorPlan Division Manager and the General Manager.

Letters are referred to the Program Management Section



(PMS), with instruction thru a routing slip

and interfaces of the project

Type of issues/ concerns; and

Availability of

the data/ record

PMS Section Chief will review and determine issues stated; after which it will be given to the staff monitoring the project where the issues are concerned.

Highly Technical

Coordination of projects with other agencies.


Routing slip

Program Management Section

N/A Coordination will be coursed thru with DOTr and/or other agencies to address the issue.

Depends on the type of issues: If the letter is a

concern re: PNR ROW but will not affect the project, comments/ recommendations will be given to address the problem

If the letter is a concern re: PNR ROW and will affect/interface the project, coordination will be conducted through a meeting to address the issues/problems.

Constant update is reported to the Section Chief and the Division Manager/OIC for further instructions.



Highly Technical

Coordination of projects with other agencies


Routing slip

Project Management Section

N/A Correspondences received by OGM are forwarded to the Division Manager/OIC

Depends on the following: Type of record

needed for coordination and interfaces of the project

Type of issues/ concerns; and

Availability of the data/ record

Will only be released upon approval of the CorPlan Division Manager and the General Manager.

Letters are referred to the Program Management Section (PMS), with instruction thru a routing slip PMS Section Chief will review and determine issues stated; after which it will be given to the staff monitoring the project where the issues are concerned.



complex or highly

technical)


Person in Charge


Remarks




C. GOVERNMENT-TO-CITIZEN TRANSACTIONS


complex or highly

technical)


Person in Charge


Remarks

Complex Request of students/researchers for PNR records/data

Letter of Request to conduct research (received by OGM)

Admin. Support Section

N/A Upon receipt of request letter from OGM, Admin Support staff will review and determine the following: Type of

data/record being requested

Methodology in data gathering [e.g. personal interview, conduct of survey, request of a particular data, etc.]

Availability of the data/record

Depends on the type of record being requested, the methodology in data gathering [e.g. personal interview, conduct of survey, etc.], and the availability of the data/record.

Will only be released upon approval of the Division Manager

Guide questions for interview


If request for personal interview: The requestor is

asked for a copy of guide questions

Once guide questions is

Depends on the availability of both the interviewee and interviewer.




provided, the request is forwarded to the office/personnel who can appropriately answer the queries

Complex Request of students/researchers for PNR records/data (cont.)

Copy of survey questionnaire


N/A If request to conduct survey: Staff will determine

the subject for survey (passengers, PNR employees, etc.), area/location to conduct survey, person/s conducting the survey, and the date/s the survey will be conducted. A copy of survey questionnaire must also be provided by the requestor

An authorization letter is prepared, approved by the Division Manager/OIC

The requestor is notified to pick up the approved

Approximately 5-7 working days




authorization letter at the CorPlan Division

Upon pick up of the approved authorization letter, the requestor/s is assigned with researcher’s pass before starting with conduct of survey

A copy of approved authorization letter and the request letter is provided for Operations Department (if the survey is conducted in the train station) and the Civil Security Office.

Once conduct of survey is done, the researcher’s pass is returned by the requestor at the CorPlan Division.

The requestor shall provide PNR a copy of the result of their study.



Complex Request of students/researchers for PNR records/data (cont.)

Routing slip, attaching the request letter


N/A If request for a particular data: Staff will

determine the type of data, availability and location of data requested

If the data is readily available in CorPlan Division, a control of record is performed , indicating the data/record released is an official PNR document

If the data is available in other offices, the Admin Support Section Chief will request for the data through a routing slip.

Staff will make a follow-up from the respective office for the data needed.

Once provided, a control of record is performed ,

Depends on the type and availability of the data




indicating the data/record released is an official PNR document

Staff coordinates with the requestor to pick up the data from the CorPlan Division



Department : ENGINEERING DEPARTMENT





Person in Charge


Remarks

Complex 18. Submission of Projects Monitoring Report to COA

n/a Field Implementing Office and Evaluation and Design Division

n/a 3. Updating of all project status 4. Submission of Quarterly Report to

COA

Ten (10) calendar days after the end of the quarter

Maximum Process Time indicated considering completeness of Documentary Requirements

Simple 19. Evaluation of Request for Permits to Access/Enter to PNR ROW (i.e. LGU, DPWH)

Request for Permits with complete attachments (i.e. Drawings, Methodology)

Concerned Divisions

n/a 1. Request from Government Agencies 2. Review of Request for Permit 3. Site Inspection 4. Recommendation to the Office of

the General Manager to approve or deny the request.

Five (5) Calendar Days








Person in Charge


Remarks


C. GOVERNMENT-TO-CITIZENS TRANSACTIONS




Person in Charge


Remarks

Complex 1. Processing of Project Billings

Complete Billing Documents including IAC Report

Field Implementing Office / Administrative Section

n/a 1. Contractors/Suppliers submit Billings

2. Review of Billing Documents 3. Verification of Actual

Accomplishments of Contractors/Suppliers

Thirty (30) Calendar days


Simple 2. Evaluation of Request for Time Suspension/ Extension of Suppliers and Contractors

Request for Extension/ Suspension with complete attachments

Field Implementing Office and Evaluation and Design Division

n/a 1. Contractors/Suppliers submit Request for Extension/Suspension

1. Review of Request for Extension/Suspension 2. Recommendation to the Office of




Complex 3. Evaluation of Request for Variation Order of

Request for Variation Order with complete attachments

Field Implementing Office and Evaluation and

n/a 1. Contractors/Suppliers submit Request for Variation Order

2. Review of Request for Variation Order

Fifteen (15) Calendar Days

Maximum Process Time indicated considering completeness of



Suppliers and Contractors

Design Division

3. Verification of Actual Site Condition

4. Recommendation to the Office of the General Manager to approve or deny the request.

Documentary Requirements

Simple 4. Evaluation of Request for Permits to Access/Enter to PNR ROW (i.e. Meralco, Maynilad, Manila Water)

Request for Permits with complete attachments (i.e. Drawings, Methodology)

Concerned Divisions

n/a 1. Request from Private Sector 2. Review of Request for Permit 3. Site Inspection 4. Recommendation to the Office of






Department : ROLLING STOCK MAINTENANCE DEPARTMENT



complex, or highly

technical)


Person in Charge


Remarks

Complex

Simple

1. Submission of Consolidated Projects Report to COA

2. Replying with the submitted Audit Observation Memorandum (AOM) from COA

Other related documents such as approved suspension or extension of the project

supporting docs needed in AOM

Department and Division Managers

Concern RSM Personnel

n/a

n/a

Submission of Updated Consolidated Quarterly Report of Projects to COA

Reply letter with supporting docs

Ten (10) days after the end of the quarter

Five (5) days from the receipt of AOM

Maximum Process Time can be attained considering completeness of supporting documents




B. GOVERNMENT – TO – BUSINESS TRANSACTIONS

Classification

(simple, complex, or

highly technical)


Person in Charge


Remarks

Simple

Procurement of Items below PHP 15,000.00 needed for Maintenance Use

1. Canvass Form 2. Material

Requisition 3. Petty Cash

Voucher 4. Receipt of

Purchase Items named to PNR

5. IAC Report

Assigned Procurement Officer and Managers Clerk Processor A

Total amount of items to be procured

1. Canvassing of items

2. Preparation and Submission of Material Requisition recommended by Managers to Corplan for Budget Appropriation

3. Issuance of Petty Cash Voucher to Procurement Officer by Fund holder

4. Procurement of items with Receipt of Purchase

5. Items procured are subject for Inspection and Acceptance of IAC

Five (5) Calendar days

Maximum Process Time for procurement can be interrupted if the item/s is/are unavailable



with attached Receipt of Purchase

6. Compiled for replenishment by Clerk Processor A


complex, or highly

technical)


Person in Charge


Remarks

Simple

1. Processing of SVP (Small Value Procurement) Voucher

- Complete checklist of documents for Billing

- Approved Material Requisition from Department/Division with attached Annual Procurement Plan, Request for Quotation, Philgeps Posting Annexes A, B, C, Request for Quotation,

Administrative Section/Managers

n/a

1. SVP submits complete Billing Documents for voucher

2. Review of Billing Documents

3. Verification of Actual Accomplishments indicated in the Billing

4. Processing of Voucher and Signed by Authorized signatory/Managers

5. Transmittal/endorsement of

Five (5) Calendar days from the receipt of Billing and documents




Simple

2. Processing of RSM Projects Voucher

Business Permit, Philgeps Certificate, Omnibus Sworn Statement, Income Tax Return, Manufacturers Certificate (if needed) Abstract of Quotation, BAC Resolution, Notice of Award, Purchase Order, Notice of Delivery, Sales Invoice, Delivery Inspection and Acceptance Report

- (all documents as stated above)

Approved Material Requisition from Department/Division with attached Annual

Administrative Section/Managers

n/a

signed voucher with attached complete documents to SVP(for processing of payment of Small Value Procured Items)

1. Supplier/contractor submits request for


Maximum Process Time can be attained considering completeness of



Procurement Plan, Request for Quotation, Philgeps Posting Annexes A, B, C, Request for Quotation, Business Permit, Philgeps Certificate, Omnibus Sworn Statement, Income Tax Return, Manufacturers Certificate (if needed) Abstract of Quotation, BAC Resolution, Notice of Award, Notice to Proceed, Contract Agreement, Notice of Delivery, Inspection and Acceptance Report

payment complete Billing Documents for voucher

2. Review of Billing Documents

3. Verification of Actual Accomplishments indicated in the Billing

4. Processing of Voucher and Signed by Authorized signatory/Managers

5. Transmittal/endorsement of signed voucher with attached complete documents to OGM (for approval of request for payment of Projects above PHP 1,000,000.00. Once approved, RSM endorsed the voucher to

supporting documents



Simple

3. Evaluation and endorsement of Request for Time Suspension/Extension of Suppliers and Contractors

(all documents as stated above)

Letter of Request for Extension/Suspension with Complete attachments

Department and Division Managers

n/a

Budget and Cash Division)

1. Submission of

Letter Request for Extension/Suspension

2. Endorsement to Assistant General Manager for board meeting approval or denial of request



C. GOVERNMENT – TO – CITIZENS TRANSACTIONS


complex, or highly

technical)


Person in Charge


Remarks

n/a n/a n/a n/a n/a n/a n/a n/a



Department : OPERATIONS DEPARTMENT



complex or highly

technical)


Person In Charge

Fees/Costs Procedure Maximum Process

Time Remarks


B. GOVERNMENT – TO – BUSINESS TRANSACTIONS


complex or highly

technical)


Person In Charge


Time Remarks




C. GOVERNMENT – TO – CITIZENS TRANSACTIONS

Classification (simple, complex, or

highly technical)


Person in Charge

Fees/Costs Procedure Maximum Process Time Remarks

Simple 1. Purchasing of Ticket

n/a Customer Service

Assistant (Ticket

Seller) / Station Agent / Train Conductor

Depends on the

origin and

destination as

prescribed in the

Train Fare Matrix

(see attached Fare

Matrix)

For Main and Adopted Stations

Step 1: Depends on the design of the

stations, passengers and their

luggage should have been checked

and inspected by the station guards

before proceeding to the ticket booth.

Step 2: Passengers will proceed to the

ticket booth for buying of tickets

according to their destination and

then proceed to the waiting

area/platform or paid area to board

the train.

Step 3: Upon arrival at the

destination, passengers must present

their tickets to the assigned

personnel, if any, before leaving the

station.

For Flag Stops

On the day and time of purchase

Line time may vary depending on

the influx of passengers

Service time if passengers will pay exact amount: 6 seconds If with change: 15 seconds



Step 1: Passengers will wait for the train at the designation train stop to board the train

Step 2: Passenger will buy ticket from

the assistant Train Conductors inside

the train without any penalty charges

Step 3: Upon arrival at the

destination, passengers must present

their tickets to the assigned

personnel, if any, before leaving the

station.

( Control No.: GRPT -2019-02)

Classification (simple, complex or

highly technical) Service Documentary

Requirements Person in

Charge Fees/Costs Procedures Maximum Process Time Remarks

Simple 2. Ticket Refund during failure in train operations

Train Ticket Customer Service

Assistant (Ticket Seller) / Station Agent

/ Train Conductor

N/A For Passengers waiting at the station:

Proceed to the Customer Service

Assistant (Ticket Seller) for validation

and refund.

For Passengers onboard the train:

Proceed to the Customer Service

Assistant (Ticket Seller) on the next

On the day and time of

purchase

Line time may vary depending on the influx of passengers Service time: 15 seconds



station for validation. Validated tickets

can be used again within three (3) days.

(Control No.: GRTR-2019-01)

Complex 3. Rental of

Rolling Stocks and PNR properties as location for shooting, product sampling,etc.

Letter of Intent addressed to the PNR General Manager indicating the date, time, location, storyboard (if applicable) and purpose of the activity

Operations

Department

OGM

Rolling Stock Department (for rental of rolling stocks)

Depends on the

rental request

(see attached Guidelines for Photoshoot, Videoshoot, TV/Film Shooting and Booth Setup)

Step 1: Submit Letter of Intent

addressed to the PNR General Manager

indicating the date, time, location,

storyboard (if applicable) and purpose

of the activity;

Step 2: Upon approval of the General

Manager, request letter will be

forwarded to the Office of the

Operations Department Manager for

coordination and processing;

Step 3: Office of the Operations

Department Manager will prepare the

Permit and the Order of Payment for

concurrence and signature of the

requesting party or its authorized

representative;

Step 4: Requesting party or its

authorized representative will pay the

required fees at the Budget and Cash

Approval of request: 7 days

Processing to releasing of permit: 30 mins



Division and for issuance of Official

Receipt;

Step 5: Requesting party will present

the O.R. to the Office of the Operations

Department Manager for the releasing

permit;

( Control No.: GRSA -2019-01)

Simple 4. Handling

Passenger

Complaints

Complaint Letter/Form

Operations

Department

N/A Option 1:

Passenger may file their complaint,

suggestion and/or recommendation by

filling up the form (How did we do

today?) at the Stations and drop at the

designated transparent drop box;

Option 2:

Passenger may call 8888 Citizens'

Complaint Center to report any

complaint, suggestion and/or

recommendation on our service.

Option 3:

Passenger may send message to the

official facebook page of PNR at

https://www.facebook.com/pnrofficia

lpage/

Option 4:

48 hours upon receipt



Passenger may fill-up an online form at http://www.pnr.gov.ph/contact-us/5-form-2



Department : ASSET MANAGEMENT DIVISION


or highly technical

Service Documentary Requirements Fees/ Costs Procedures (see

accompanying detailed

procedures)

Maximum Process Time

Remarks

Highly Technical

Lease of PNR Real Properties

1 . Letter of Intent addressed to the General Manager and/ or duly filled-up Application Form

2 . Copy of valid Identification Card of

lease applicant

3 . Barangay Residence Certificate

4 . Vicinity map of the property applied for lease (optional-for quick evaluation)

5 . For LGUs, GOCC’s and private

companies and entities requiring authorization from governing board, copy of resolution for the authorized contract signatory (required during contract signing)

6 . Other documents which the

applicant deems important and related to his/ application

1 . No filing or application fee 2 . No survey/ inspection fee 3 . For approved new contracts:

a. Processing Fee – P200.00 b. Notarial Fee –depending

on contract amount (paid directly to notary public)

c. Rental Fee – amount indicated in the contract Surface and air rights

- 7% of BIR zonal value per month (per PNR Board Resolution 30-2018)

Utilities – 10% of zonal value per month (per Board Resolution 31-2018)

4 . For approved contract renewal a. Rental Fee – amount

indicated in the contract

Filing of lease application form

Conduct of site survey/ evaluation

Review of contract/ recommendation

Approval/ disapproval of contracts

Implementation

20 days.

Process time is interrupted by the time necessary to schedule site inspection and approval of travel orders. The period shall run upon return of field personnel who conducted the site inspection.

Process time is also interrupted when there are conflicting applicants and the period shall run after resolution of conflicts/ disputes.

1 . Lease applications are subject to evaluation of the purpose of the lease and whether the area applied for will not be affected by the ongoing PNR projects and future expansions.

2 . In case of conflicting applicants or in case there are two or more applicants for a similar property, the PNR as owner reserves the right to choose as to whom the lease shall be awarded.

3 . Plans may be required for lease




or highly technical



procedures)


Remarks

b. Notarial Fee –depending on contract amount (paid directly to notary public)

where structures are proposed to be built on the property.

Highly Technical “Outside PNR Right-of-Way” (ROW) Certification or similar document for private properties adjacent the PNR ROW

1 . Request letter addressed to the General Manager indicating the purpose and other essential details

2 . Copy of Land Title

3 . Sketch Plan/ Vicinity Map

4 . Google earth map indicating the location of the property

5 . Pictures of the property

6 . Other documents necessary for

evaluation of request

No fees required

Submission of letter request and documentary requirements

Evaluation

Site survey (if warranted)

Issuance of requested document

20 days.

In case site inspection is necessary, process time is interrupted by the time necessary to schedule site inspection and approval of travel orders. The period shall run upon return of field personnel who conducted site inspection.

1 . For purposes of determining the property boundaries, property owners are advised to hire the services of a Geodetic Engineer to locate the exact boundaries based on their land titles.

2 . Encroachments within the PNR property shall be immediately demolished at the expense of the party at fault.

Highly Technical Request for Boundary Survey (for

1 . Request letter addressed to the General Manager indicating the purpose and other essential details

Submission of letter request and

20 days.

1 . For purposes of determining the property




or highly technical



procedures)


Remarks

properties adjacent PNR Right-of-Way)

2 . Copy of Land Title

3 . Sketch Plan/ Vicinity Map

4 . Google earth map indicating the

location of the property

5 . Pictures of the property

6 . Other documents necessary for evaluation of request

No fees required

documentary requirements

Evaluation

Site survey (if warranted)

Issuance of requested document

Process time is interrupted by the time necessary to schedule site inspection and approval of travel orders. The period shall run upon return of field personnel who conducted site inspection.

boundaries, property owners are advised to hire the services of a Geodetic Engineer to locate the exact boundaries based on their land titles.

Highly Technical Request of records/ documents

1 . Request letter addressed to the General Manager clearly indicating the purpose of request

2 . Documents which the requesting party deems necessary for review/evaluation of request

No fees required

Submission of request letter

Evaluation Release of requested record

20 days 1 . Only the documents which are approved for release by the General Manager may be released.

Simple Inquiry related to PNR real estate (for walk-in clients)

1 . No document required unless it is necessary to attend the query of the client, in which case the client is required to present the same

2 . All walk-in client are required to log/ register in the AMD register

No fees required

Fill-up guest log book

AMD staff to attend to concern

5 minutes.

Inquiries of walk-in clients are immediately attended to upon filling-up of the

1 . The front desk staff shall initially attend to the query and thereafter refer the walk-in client to any of the staff in charge/knowledgea




or highly technical



procedures)


Remarks

book and fill-up all information required before his/her concern may be attended to

AMD guest log book

ble to the inquiry should the front desk staff has no capacity to do.

2 . Complex matter which involves decisions or matters unique and not yet encountered by the staff shall be referred to the Division Chief.

Highly Technical Inquiry related

to PNR real estate - for clients with letter-inquiries

1 . Inquiry letter addressed to the General Manager indicating the purpose and other essential details of request

2 . Supporting documents necessary for review of query

No fees required

Submission of request

Evaluation Reply

20 days 1 . The official answer of PNR to all queries shall be the letter signed/ approved by the General Manager.



Department : SMALL VALUE PROCUREMENT





Person in Charge


Time

Remarks

Complex 1. PROCUREMENT TO PS-DBM

Material Requisition, Annual Procurement Plan, Agency Procurement Request, Disbursement Voucher

SVP-Committee Members and TWG


1. Receiving of Material Requisition from the requesting Department/Division approved by the General Manager

2. Preparation of Agency

Procurement Request for approval and Voucher

3. Facilitate transaction in the

procurement of items as per attached APR at the PS-DBM.

4. Delivery of items.

5. Distribution.

15 working days

Complex 2. PROCUREMENT OF ACCOUNTABLE FORMS

Material Requisition, Annual Procurement Plan, Request for quotation, Annexes A, B, C,



1. Receiving of Material Requisition from the requesting Department/Division approved by the General Manager

2. Preparation of Request for Quotation and sent thru e-mail or

11 working days



Request for Quotation, Abstract of Quotation, BAC Resolution, Notice of Award, Purchase Order, Notice of Delivery, Inspection and Acceptance Report (all documents as stated above

pick-up by to three (3) government printing agencies (BSP, NPO and APO)

3. Opening of Bids –Evaluation and preparation of Abstract and Notice of Award

4. Signing of SVP Members and TWG on Abstract of Quotation and BAC Resolution

5. Preparation and signing of Notice of Award by the General Manager

6. Notify Winning Bidder for acceptance by signing Notice of Award

7. Preparation and signing of Purchase Order by the General Manager

8. Schedule delivery of items/suppliers

9. Preparation and sending of Notice of Delivery to COA and IAC with attached copy of documents

10. Acceptance of delivery from the supplier on the scheduled delivery date

11. Preparation of transmittal and documents as per checklist for COA and End-user (for voucher)







Person in Charge


Remarks

Complex SMALL VALUE PROCUREMENT -BIDDING PROCESS

Approved Material Requisition from Department/Division with attached Annual Procurement Plan, Request for Quotation, Philgeps Posting Annexes A, B, C, Request for Quotation, Business Permit, Philgeps Certificate, Omnibus Sworn Statement, Income Tax Return, Manufacturers Certificate (if needed) Abstract of Quotation, BAC Resolution, Notice of Award, Purchase Order, Notice of Delivery,



1. Approval of Material Requisition by the PNR Manager.

2. Receiving and recording of MR 3. Prepare Request for Quotation

and posting it thru Philgeps and Bulletin Board

4. Opening of Bids – Evaluation and preparation of Abstract and Notice of Award

5. Preparation and Signing of SVP Members and TWG on Abstract of Quotation and BAC Resolution.

6. Preparation and signing of Notice of Award by the General Manager

7. Notify Winning Bidder for acceptance by signing Notice of Award

8. Preparation and signing of Purchase Order by the General Manager

9. Schedule delivery of items/suppliers

30 working days Maximum Process Time indicated considering it was a successful bidding on the first posting.



Inspection and Acceptance Report

(all documents as stated above)

10. Preparation and sending of Notice of Delivery to COA and IAC with attached copy of documents

11. Acceptance of delivery from the supplier on the scheduled delivery date

12. Preparation of transmittal and

documents as per checklist for COA and End-user (for voucher)





Person in Charge


Remarks



n/a n/a n/a n/a n/a n/a n/a



Department : CONTROLLERSHIP DIVISION





Person in Charge


Remarks

Big Accounts 1. Pre-Audit of Disbursement Voucher

Remittance List

Audit Examiner (Accounting Analyst) / Manager,

Controllership Division

N/A

(Please see attached document for reference)

1 day or more depending on the supporting documents attached for review.

Big Accounts a. Payment of Statutory deductions to GSIS, Pag-ibig, Philhealth, etc.

Big Accounts b. Remittance to BIR withholding taxes

Remittance List / Alpha Listing

N/A (Please see attached document for reference)

1 day or more depending on the supporting documents attached for review.

Big Accounts c. Financial Expenses

As required under COA Circular 2012-001 dated June 14, 2012; other legal statutory requirements. See attached file.


3 days or more depending on volume of requests and availability of other necessary documents



Page 49 to 50, item 12.0.

Big Accounts d. Road of Right of-Way (ROW) / Real Property


Page 50 to 52, item 13.0 to 13.3.



Big Accounts e. Fund Transfer:

Transfer of Funds to

Implementing Agencies


Page 10 to 11, item 3.0 to 3.2.





Big Accounts 2. Preparation of Bills, Statement of

Accounts, Order of

Payment

Request from Asset Management Division / other Division or Department for the preparation of Bills,

Accounting Clerk /

Manager, Controllership

Division


1 day or more depending on volume of requests and availability of other necessary documents



Statement of Account, and

Order of Payment .

Copy of Approved Lease Contract

N/A 3. Submission of Financial Reports, etc. as requested required by other government agencies

Letter request / e-mail from the government agency

Corporate Accountant /

Manager, Controllership

Division


1 day or more depending on the availability of the documents required / requested.

B. GOVERNMENT-TO-BUSINESS TRANSACTION




Person in Charge


Remarks

Big Accounts 1. Pre-audit of Disbursement Voucher payable to other business / supplier


Big Accounts a. Procurement As required under COA Circular 2012-001 dated June 14, 2012; and compliance to

Audit Examiner

(Accounting

Analyst) /

Manager,

Controllership


1 – 5 days or more depending on the volume of supporting documents



R.A. 9184 and GPPB Resolutions issued; other legal statutory requirements. See attached file.

Page 31 to 49, item 9.0 to 9.3.

Division submitted / attached for review

Big Accounts b. Other Expenditures, Utilities, Telephone and Communication

Services


Page 29, item 6.0 to 6.2.

Audit Examiner

(Accounting

Analyst) /

Manager,

Controllership

Division


1 – 5 days or more depending on the volume of supporting documents submitted / attached for review

Big Accounts 2. Preparation of Bills

/ Statement of Accounts / Order of Payment

Request from Asset

Management Division, other department / division, concerned business / suppliers; lease contract, etc.

Accounting Processor / Manager, Controllership

Division


1 day or more depending on the volume of request from Asset Management Division



C. GOVERNMENT-TO-CITIZEN’S TRANSACTION




Person in Charge


Remarks

Small Accounts

1. Pre-audit of Disbursement

Voucher, Payroll Payable to Citizen / individual


Small Accounts

a. Cash Advances As required under COA Circular 2012-001 dated June 14, 2012; other legal statutory requirements. See attached file.

Page 1to 7, item 1.0 to 1.2.

Audit Examiner (Accounting Analyst) / Manager, Controllership

Division


1 – 2 days depending on the attached document for review

Small Accounts

b. Fund Transfers to Non – Government

Organizations / People’s Organizations

(NGOs/POs)


Page 7 to 10, item 2.0 to 2.3.

Audit Examiner (Accounting Analyst) / Manager, Controllership Division



Small Accounts

c. Salary (Payroll) As required under COA

Audit Examiner N/A 1 – 3 days or more depending on the



Circular 2012-001 dated June 14, 2012; other legal statutory requirements. CSC Regulations. See attached file. Page 12 to 15, item 4.0 to 4.2.

(Accounting Analyst) / Manager, Controllership Division

attached document for review

Small Accounts

d. Allowances,

Honoraria, and

Other Forms of

Compensation


Page 16 to 29, item 5.0 to 5.16.




Small Accounts

e. Extraordinary and

Miscellaneous Expenses


Page 30, item 7.0.




Small Accounts

f. Cultural and Athletic Activities

As required under COA Circular 2012-001 dated June






14, 2012; other legal statutory requirements. See attached file.

Page 49, item 10.0.


Small Accounts

g. Human Resource Development and Training Program


Page 49, item 11.0.




Small Accounts

h. Road of Rightof-Way (ROW) / Real Property


Page 50 to 52, item 13.0 to 13.3.




Small Accounts

2. Preparation of bills / Statement of

Account / Order of

Payment

Request from Asset

Management Division / Individuals;

Accounting Processor / Manager, Controllership

Division


1 – 2 days depending on the volume of request from Asset



Approved lease contract.



Department : BUDGET AND CASH DIVISION


Classification Service Documentary Requirements Person in Charge

Fees/Cost Maximum Process Time

Remarks

(simple, complex, and highly technical)

Simple Release of Checks/Payments to Payee

• Official Receipt to be issued by the payee Josefa Victoria C. Apal

N/A 10 minutes

• Proof of affiliation/ identification of the authorized representative of the payee to collect payment.

Complex Request for Reports, Documents, and other files

• Formal request to provide needed reports, documents, or files

Person Associated with the report, document and files

N/A 7 days




Remarks


Simple Release of Checks/Payments to Payee

• Official Receipt to be issued by the payee Josefa Victoria C. Apal

N/A 10 minutes

• Proof of affiliation/ identification of the authorized representative of the payee to collect payment.

Simple Issuance of Certificate of Creditable Tax

• Proof of affiliation/ identification of the authorized representative of the payee

Erik Thomas T. Garcia

N/A 15 minutes



Withheld and Final Tax Withheld

Simple Receipt of Payment (lease/rentals, bidding documents, cash bonds)

• Order of Payment issued by the Controllership Division

Ana Liza N. Estrella / Reyadel L. Patungan

As indicated in the Order of Payment

10 minutes




Remarks


Simple Release of Checks / Payments to Payee

• Valid ID Josefa Victoria C. Apal

N/A 15 minutes

• In the physical absence of the payee, a copy of a valid ID and authorization letter accomplished by the payee allowing representative to sign documents and collect payment.

Simple Receipt of Payment (lease/rentals, bidding documents, cash bonds)

• Order of Payment issued by the Controllership Division

Ana Liza N. Estrella / Reyadel L. Patungan

As indicated in the Order of Payment

10 minutes

APPROVED BY:

JUNN B. MAGNO ATTY. CELESTE D. LAUTA General Manager, Philippine National Railways Assistant General Manager

Date post:	13-Jul-2020
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