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CITIZEN’S CHARTER
2020 (1ST Edition)
2
I. MANDATE
The Inter-Country Adoption Board is the national government agency
mandated to act as the Central Authority in matters relating to intercountry
adoption and policy making and regulatory body for purposes of carrying out
the provisions of the Inter-Country Adoption Act of 1995 (RA 8043).
II. VISION:
ICAB envisions a Central Authority that is on the cutting edge of organizational
development led by a multi-disciplinary team of experts and competent staff
who proactively respond to the demands of international adoption.
III. MISSION:
To place Filipino children with suitable foreign adoptive families abroad, ensure
the protection, security and best interest of the children.
ICAB aims to achieve this mission through:
1. Formulation and development of policies, rules and regulations to ensure the protection of Filipino children adopted abroad.
2. Development and implementation of inter-country adoption services,
including post legal adoptions.
3. Authorization/accreditation of foreign adoption agencies (FAAs) and through the DSWD, accredit child caring agencies as liaison service
agencies.
4. Continuing partnership and networking with foreign adoption agencies
(FAAs), child caring/placing agencies (CCAs/CPAs) and other related agencies or authorities
IV. SERVICE PLEDGE:
ICAB is committed to provide quality, prompt and courteous service from
Mondays to Fridays, 7:30 A.M to 6:00PM (in view of application of the flexi-time
schedule) without noon breaks. ICAB ensures availability of staff to attend to
client/partners concerns even during lunch breaks.
3
Immediate and prompt acknowledgement of communication to the requesting
party with the reason/s ICAB is unable to provide the immediate delivery of the
required service/s.
ICAB shall endeavor to strengthen its advocacy efforts towards the
development of sound policies and practices in adoption and child protection
with the help of current knowledge based on high quality research and best
practice models.
ICAB is devoted to nurturing meaningful partnerships with our various
stakeholders, applying universally accepted principles of effective
communication, efficient networking and deep cross-cultural sensitivity. ICAB
shall appreciate any positive or negative feedback regarding our services,
facilities and personnel.
An officer-of-the-Day is a frontline service available at all times for consultation
and advise.
4
LIST OF SERVICES
EXTERNAL SERVICES
CORE SERVICES
Processing of Freedom of Information Request 6
Public Request for Information through Electronic Mail 10
Public Request for Information through ICAB Office 11
Adoption Application of Prospective Adoptive Parents (PAPs) 13
Matching of Child/ren to PAPs 16
Special Home Finding Recruitment 20
Hosting and Ambassador Program 24
Adoption Application by Relative 28
Processing of Pre-Travel Documents and Entrustment of Child/ren to PAPs 33
Supervision and Finalization of Adoption 47
Request for the Retrieval of Adoption Information and/or documents by
adoptees, adoptive parents, birth family and CA/s/FAAs 49
Request for Amendment of Birth Certificate 52
Request to Reconnect with Peers or friends from the same CCA 55
Request for Birth Country Travel/Homeland Visit/Heritage Tour 57 Search for Birthparent/s or Relatives 59 Request for Reunion with Birth Parent/s or Relatives 64
Request for Certification for Non-ICAB Cases 66
Request for Medical Financial Assistance by Child-Caring Agencies 68
Accreditation of Foreign Adoption Agency 70
Policy Development 73
Accreditation of Liaison Service Agencies 75
Implementation of Capacity Building Packages 77
Provision of Technical Assistance to Foreign and Local Stakeholders 80
Preparation and Submission Reportorial Requirements 82
SUPPORT SERVICES Receiving and Distribution of Communication or Documents from External Sources 85
Remittance of Taxes Withheld 87
Filing of Annual Tax Return 88
Preparation and Submission of Cash Utilization Report 89
Preparation and Submission of Monthly Report of Collections and Deposits 90
Processing of Payment of Claims for Goods and Services 91
Preparation and Submission of the Annual Agency Budget Proposal 97
5
Preparation and Submission of Budget Execution Documents 100
Preparation and Submission of Quarterly Budget and 102 Financial Accountability Report (FAR) Filling-up a Vacant Position 105
INTERNAL SERVICES Request and Retrieval of Files, Documents and Records 112
Issuance of Official Receipts and Deposit of Collection 114
Liquidation of Cash Advance 116
Preparation and Submission of Financial Reports 119
Preparation and Submission of Monthly Report of Checks Issued 121
and Monthly Report of Collections and Deposits and other Required Reports
Issuance of Requests for Certificate of Employment and 123
Other Personnel Records
Issuance of Common Office Supplies (On Stock) 125
Processing of Requests for Procurement of Goods and Services 127
(Day-To-Day Procurement)
Leave Administration 130
6
Processing of Freedom of Information (FOI) Request
Requests for information and other pertinent data from researchers, students, other
government agencies, interested individuals or the public is served by the agency in
compliance with Executive Order No. 2, s.2016 entitled “Operationalizing in the Executive
Branch the People’s Constitutional Right to Information and the State Policies to Full
Public Disclosure and Transparency”.
OFFICE OR DIVISION: Records Unit
CLASSIFICATION: Complex
TYPE OF TRANSACTION: G2G – Government to Government; G2B
– Government to Business; G2C – Government to Citizens
WHO MAY AVAIL: All Government Agencies; Non-Government Organizations (NGOs), All Partner Agencies – Public and Private
(Central Authorities; Foreign Adoption Agencies); Individuals
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Standard Request
FOI request form with attached photocopy of government issued I.D.
In cases of request made through email, letter shall be addressed to Director
Bernadette B. Abejo at Inter-Country Adoption Board (ICAB), 4th Floor A.N.Y Building, #38 Timog Avenue, Laging
Handa, Quezon City, but should attached in the email a scanned copy of the FOI form.
If unable to make a written request because of the inability to read or write or
being differently/uniquely-abled person, he or she can make an oral request, and the FOI Receiving Officer (FRO) shall
reduce it in writing.
Requesting party may download the FOI
form: https://www.icab.gov.ph/download/icab/2020-FOI-MANUAL.pdf
Requestor Government Institutions, Schools, Company
CLIENT STEPS AGENCY ACTIONS FEES
TO BE PAID
PROCESSIN
G TIME
PERSON
RESPONSIBLE
7
Submit or send letter of request with the attached
FOI request form and photocopy of any government
issued I.D or school I.D for students
Online Request by email provided that FOI application
request is attach in the email and a copy of I.D
1. Receive the letter of request and accomplished FOI
Request Form and ID. Stamp date and time of the receipt
of the written request, and the name, rank, title
and position of the public officer who actually received it,
with a corresponding signature and copy
furnished to the requesting party by the FRO.
2. All requests through email shall be printed out and
will follow the same procedure.
None 5 minutes
Administrative Assistant II /FOI Receiving
Officer) Records Unit
3. The FRO will evaluate the request and shall
respond and provide the link to the requesting
party if the information is already posted and
available. If the request is similar to previous request
by the same requesting party, the FRO will write
None 1 day Administrative Assistant II /FOI Receiving
Officer) Records Unit
8
FEEDBACK AND COMPLAINTS MECHANISM
How to send feedback and complaints Feedback and complaints are send to
ICAB’s email [email protected] and the customer feedback forms are dropped in the customer feedback boxes located in
the ICAB office.
to the requesting party that the request is denied.
4. If the request is correct and
complete, FRO will forward the request to FOI
Decision Maker (FDM) for further evaluation and
submission to concerned Unit Head.
None 1 day Executive Director
5. Prepare the needed
information and/or data requested and forward to the
Decision Maker for review and/or approval
None 3 days Concerned Unit Head (CWU,
FWU, SPU, RAU, PLAS, PDU, ADMIN,
FINANCE)
6. Approve the information/data
requested
None 1 day Executive Director
7. Forward the
approved information / data to the FOI
Receiving Officer – Records Unit
None 10 minutes OED Secretary
Receive notification/requested info/data
8. Endorse or send the FOI Response to the requestor
None 1 day Administrative Assistant II /FOI Receiving
Officer) Records Unit
9
How feedback and complaints are
processed
Feedback and complaints are reported to
the management for evaluation and proper action.
Contact Information Unit Head-Records Unit
MGA TANONG AT MUNGKAHI Para sa aming Kliyente at mga Katuwang
Ang inyong tanong, mungkahi at opinyon ukol sa mga programa at serbisyo ng Inter-country Adoption Board (ICAB) ay mahalaga upang mapabuti at mai-angat ang antas
ng aming panglilingkod. Malugod po naming tinatanggap ang mga ito sa
pamamagitan ng mga sumusunod:
Email [email protected]
Facebook Intercountry Adoption Board-ICAB
Global Consultation
Telephones (632) 8726-4568; 8721-9711; 7503-6226
Address : 4th Floor A.N.Y Building, #38 Timog Avenue,
Brgy. Laging Handa, Quezon City 1103 Philippines
Para sa mga karagdagang impormasyon, maaring bisitahin ang gaming ICABbsite: www.icab.gov.ph.
10
Public Request for Assistance and/or Information through Electronic
Mail This refers to citizen’s request for assistance or information through the official email
address: [email protected]
OFFICE OR DIVISION: Records Unit
CLASSIFICATION: Simple
TYPE OF TRANSACTION: G2C- Government to Citizen
WHO MAY AVAIL: Public
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
CLIENT
STEPS
AGENCY ACTIONS FEES
TO BE PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
Client send email to adoption@icab
.gov.ph
Requests for assistance or information through
the official ICAB email shall be stamped “received” by the
Records Officer indicating the date and time of the receipt of
the email request, and the name, rank, title and position of the
public officer who actually received it, with a corresponding
signature and copy furnished to the requesting party.
1. Inquiry (local and
international)
received by email is downloaded and printed by Incoming
Clerk of Records Unit.
None Within one (1) working day upon receipt of
request
Records Unit
11
2. Printed communication is recorded/encoded
in tracking system for incoming mails.
3. Regular mail
received is encoded in the tracking system of
the Incoming Clerk of Records Unit.
4. All emails/regular
mails are endorsed to the Secretary of the Executive
Director for notations/instructions of the Head of
Agency. 5. Farm out all
incoming
communications to concerned Unit or ICAB staff after
notation of the Head of Agency.
6. Concerned worker responds to the
nature of requests or issues indicated In the written
inquiries.
Public Request for Assistance and/or Information through ICAB Office
This refers to citizen’s request for assistance or information through the ICAB office at 4th
Floor A.N.Y Building, #38 Timog Avenue, Brgy. Laging Handa, Quezon City 1103
OFFICE OR DIVISION: Officer of the Day
CLASSIFICATION: Simple
TYPE OF TRANSACTION: G2C- Government to Citizen
WHO MAY AVAIL: Public
12
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Visitor Form Security Guard
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Register name in the logbook, fill-
up the visitor form, leave an I.D,
Security Guard to call the officer of day
or the concerned person to attend to the visitor
None 5 minutes Security Guard
For Pre-Matching Concerns
None Child Welfare Unit
For walk-in inquiries None Officer of the
Day
For mailed/couriered
letters/packages
None Records
For payment or cash
transaction
None Cashier
For Job application None Admin Unit
13
Adoption Application of Prospective Adoptive Parents (PAPs)-
Regular Adoption
It describes the step by step process of Prospective Adoptive Parents (PAPs) who intends
to apply for the regular adoption program.
OFFICE OR DIVISION: FAMILY WELFARE UNIT
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: Government to Government Government to Foreign Adoption Agencies
(FAAs) or Central Authorities (CAs) Government to Child Caring Agencies (CCAs)
WHO MAY AVAIL: Prospective Adoptive Parents (PAPs), Department of Social Welfare and Development (DSWD), FAAs and CAs, Child Caring Agencies
(CCAs)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Adoption Application Dossier of PAPs 1. Home Study Report (HSR)
2. Birth Certificate of Applicants 3. Marriage Certificate or Divorce
Decree if applicable
4. Consent to Adoption of biological or adopted children 10 years old and above
5. Medical Evaluation 6. Psychological evaluation 7. Police Clearance
8. Income Tax Return 9. Photos of PAPs, home and
community and extended
familie 10. Suitability to Adopt 11. Character Reference from
Priest/Pastor, Employer, who have known the PAPs for the past 5 years
12. Adoption Decree of Previously Adopted Children
13. Guardianship Letter
14. Child Care Plans
FAAs / CAs
14
CLIENT STEPS
AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
FAAs/ CAs endorses to
ICAB the adoption application
dossier of PAPs
Review of the adoption application by the
social worker
US$ 200.00
application fee
Within 15 working days of receipt of
the dossier from the Records Section
Social worker Unit Supervisor
Send notice of deficiencies (lacking documents or
information) on the adoption application to FAAs/CAs, if any
None 1 day Social worker Unit Supervisor
If Adoption Application
is complete, prepare the HSR Review Form and endorse the
adoption application to Inter-Country Placement Committee
(ICPC) consultant for comment
None Social worker
Unit Supervisor ICPC C
Preparation of Executive Summary for Board presentation/
action
None 5 working days upon receipt of the dossier as
reviewed by the Inter-Country Placement
Committee (ICPC) consultant
Social Worker Unit Supervisor Division Chief
Presentation of the adoption application to the Inter-Country
Adoption Board
None 1 day (Board meeting) or through E-
Discussion of the Board members
Social Worker Unit Supervisor Executive
Director
Endorses the Board’s decision on the adoption application:
a. Approved: PAPs name included in
None One (1) working day after receipt of the signed Board
Action on the
Social Worker Unit Supervisor Executive
Director
15
the Roster of Approved Applicants (RAA)
b. Deferred: Notice of Deficiencies
c. Disapproved:
Reason for disapproval
Adoption Application form
Inclusion of PAPs’ name in the RAA
None One (1) day upon notification of Board’s decision
Unit Supervisor
16
Matching of Child/ren to Prospective Adoptive Parents (PAPs)
Matching refers to the quasi-judicial process of pairing the adoptive child with PAP’s to
approved parents to promote a mutually satisfying parent-child relationship.
OFFICE OR DIVISION: CHILD WELFARE UNIT
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: Matching of Child/ren to Prospective Adoptive Parents (PAPs)
WHO MAY AVAIL: Foreign Adoption Agencies (FAAs), Prospective Adoptive Parents (PAPs), Child Caring Agencies (CCAs), Department of
Social Welfare and Development (DSWD)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Dossier of Child
1. Endorsement Letter 2. Child Study Report 3. Birth Certificate/Foundling (2
SECPA Copies oiginal) 4. Deed of Voluntary Commitment 5. Two original copies of the
CDCLAA (numbered) 6. Health and Medical Profile 7. Psychological Evaluation Report
8. Recent Photograph 9. Child’s Profile 10. Regional Clearance for Inter-
Country Adoption 11. Consent for Adoption for 10
years old and above Other documents, as necessary
Copy of the ID used by the child’s birthparents/relatives
Death Certificate of Birth Parent/s (if deceased)
Psychological Evaluation Report (if birthparents/is/are/or
diagnosed to be intellectually challenged)
Psychiatric Evaluation Report if birthparents/is/are/or diagnosed to have mental illness
Developmental Report
DSWD; CCA
17
Growth Chart
Certificate of Authority for Notarial Act (CANA)
Affidavit of 2 Disinterested Person/s (if the information in the child’s birth certificate is not the
child’s birthmother
Affidavit of Discrepancy signed by the child’s birthmother in the birth certificate and DVC are different as ICABll as the child’s
birth order in the Birth Certificate was incorrect
Birth Certificate of the child’s birthmother (if the DVC was signed by the child’s materal grandparent/s to establish the
relatonship of the child’s birth mother and maternal grandmother)
Dossier of PAPs 1. Home Study Report (HSR)
2. Birth Certificate of Applicants 3. Marriage Certificate or Divorce
Decree if applicable
4. Consent to Adoption of biological or adopted children 10 years old and above
5. Medical Evaluation 6. Psychological evaluation 7. Police Clearance
8. Income Tax Return 9. Photos of PAPs, home and
community and extended familie
10. Suitability to Adopt 11. Character Reference from
Priest/Pastor, Employer, who
have known the PAPs for the past 5 years
12. Adoption Decree of Previously
Adopted Children 13. Guardianship Letter
Records Section; FAA
18
14. Child Care Plans
CLIENT
STEPS
AGENCY ACTIONS FEES
TO BE PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
Encoding in the database of children
None Within 2 working days of receipt of
the dossier from the Records Section
Assignment of case/s to social worker
None Within 2 working days of receipt
from CWU clerk
CWU Unit Head
Review of child’s
dossier and sending of notice of deficiency/matching
None
10 working days CWU Social
Worker
Routing of pre-matching form
None Within 2 working days from receipt
of updated and complete documents
CWU Social Worker
Pre-matching
conference
None Within 5 working
days from receipt of updated and complete documents
CWU Social
Worker; CCA Social Worker
Pre-selection
of priority PAPs
Endorsement of PAPs
dossier
None Within the day of
pre-matching conference
CWU Social
Worker; CCA Social Worker
Submission of Child and Family Profile
Review information on PAPs and recommendations of
the CCA Social Worker
None Not later than 12 noon of Friday prior to the
subsequent weeks’ matching conference
CCA Social worker; CWU Social Worker
Scanning of documents of child and PAPs
None Not later than Friday afternoon
prior to the subsequent week’s matching
conference schedule
CWU Clerk
19
Preparation of the matching conference agenda
None 1 day prior to the matching conference
CWU Clerk
Presentation of the
highlights on the child and the PAPs
Document minutes of the matching
conference
None On the day of the matching
conference
CCA Social Worker; CWU
Social Worker
Preparation of the
matching justification
None Within 2 working
days from date of matching
CWU Social
Worker; CWU Unit Head
Presentation of the matching justification to the Board for action
None 1 week after the matching conference
CWU Social Worker; CWU Unit Head
Notify CCA of the Board’s decision on
matching recommendation/s
None Within 5 days from Board’s
approval
CWU Social Worker; CWU
Unit Head
Preparation of the placement proposal
None Within 5 working days from Board’s approval
CWU Clerk
Endorsement of signed
placement proposal to the Records Section
None Within 5 working
days from receipt complete documents
Executive
Director’s Secretary
20
Special Home Finding Program
This is a strategy used to recruit parents for children with special needs. Special Needs
Children for Special Home Finding (SNC-SHF) refers to those children who are not
matched through the regular adoption process due to the lack of PAPs in the Roster of
Approved Applicants (RAA) accepting their condition. The children may need surgeries,
have minor or major developmental delays, are handicapped, are older child (6 years old
and above), are of sibling group of older children, sexually or physically abused children,
have serious illness such as blood disorders, communicable diseases, are mentally
challenged and from parents with history of mental illness, alcohol use, drug use and the
like.
OFFICE OR DIVISION: SPECIAL PROJECTS UNIT
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: G2G- Government to Government
G2C- Government to Citizen
WHO MAY AVAIL: Prospective Adoptive Child (PAC), Department of Social
Welfare and Development (DSWD), Child Caring Agency (CCA), Prospective Adoptive Parents (PAPs), Foreign Adoption Agency
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Child’s dossier 1. Endorsement 2. Child Study Report
3. Birth Certificate/Foundling (2 SECPA Copies oiginal)
4. Deed of Voluntary Commitment
5. Two original copies of the CDCLAA (numbered)
6. Health and Medical Profile
7. Psychological Evaluation Report 8. Recent Photograph 9. Child’s Profile
10. Regional Clearance for Inter-Country Adoption
11. Consent for Adoption for 10 years
old and above 12. Other documents, as necessary
Copy of the ID used by the child’s birthparents/relatives
Death Certificate of Birth Parent/s (if deceased)
CA/FAA, DSWD, CCA
21
Psychological Evaluation Report (if birthparents/is/are/or diagnosed to be intellectually
challenged)
Psychiatric Evaluation Report if birthparents/is/are/or diagnosed to have mental illness
Developmental Report
Growth Chart
Certificate of Authority for Notarial Act (CANA)
Affidavit of 2 Disinterested Person/s (if the information in
the child’s birth certificate is not the child’s birthmother
Affidavit of Discrepancy signed by the child’s birthmother in the birth certificate and DVC are
different as ICABll as the child’s birth order in the Birth Certificate was incorrect
Birth Certificate of the child’s birthmother (if the DVC was signed by the child’s materal
grandparent/s to establish the relatonship of the child’s birth mother and maternal
grandmother)
PAPs’ dossier
1. Home Study Report (HSR) 2. Birth Certificate of Applicants 3. Marriage Certificate or Divorce
Decree if applicable 4. Consent to Adoption of biological
or adopted children 10 years old
and above 5. Medical Evaluation 6. Psychological evaluation
7. Police Clearance 8. Income Tax Return
22
9. Photos of PAPs, home and community and extended families
10. Suitability to Adopt
11. Character Reference from Priest/Pastor, Employer, who have known the PAPs for the past
5 years 12. Adoption Decree of Previously
Adopted Children
13. Guardianship Letter 14. Child Care Plans
CLIENT STEPS
AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submission of
child’s dossier
Review for
completeness of documents and substance
None Within 10
working days
Social Worker
Submission of updates and
additional documents
Inclusion of the child’s summary in the
Special Home Finding list and transmission of list to CAs and FAAs
None One (1) working day
Every first Friday of the month upon
completion of required documents
Social Worker
Child’s file request
Transmission of the Child Study Report and
supporting documents to CA/FAA for family recruitment
None Within five (5) working days
upon receipt from Unit Head (UH).
Social Worker
Submission of
PAPs’ intent to adopt and Family Profile
Assessment of child
and family.
None Within 10
working days
Social Worker
Presentation and notification of the Board’s decision
Within 10 working days
Social Worker
Submission of
PAPs’ application
Assessment and
Preparation of the Executive Summary of PAPs
US$20
0.00 in accordance with
Within 15 days
upon receipt from the Unit Head
Social Worker
23
Endorsement of the
Placement Proposal to the CA/FAA
R.A. 8043
Within two (2) months upon
completion of the lacking documents/
information.
Social Worker
Presentation and notification of the
Board’s decision
Within five (5) days upon
completion of the lacking documents/
information.
Social Worker
Issuance of Certificate of Appearance to
CCA social workers
Preparation of the Certificate of Appearance
None One (1) day Social Worker Unit Head Records Officer
Endorses the Board’s decision on placement recommendation to the
FAAs/CAs: a. Approved:
Placement
Proposal b. Deferred: Notice
of Deficiencies
c. Disapproved: Reason for disapproval
One (1) working day after receipt of the signed
Board Action on the Placement form
Social Worker Unit Supervisor Executive
Director
24
Hosting and Ambassador Program
The Hosting Program is a strategy to identify possible permanent families for older Filipino children who have long been cleared for inter-country adoption but no approved families in the ICAB's Roster of Approved Applicants (RAA) are available. The Hosting Program
is open to the different Child Caring Agencies (CCAs) nationwide. The program is for a minimum of 5 to a maximum of 20 children who have been assessed by the ICAB as prepared to participate in the program. The children travel to the United States and spend
their summer with identified host families for three (3) to four (4) weeks. The host families must have strong commitment to adopt. Activities for the Summer Hosting Program shall, as much as possible, be those which approximate the activities undertaken in a normal
family setting e.g. house chores, time with the family, family outings, church/community activities and interactions with other host families/children (weekly potlucks, week-end outings, etc.) interspersed with occasional group activities with their co-participants.
The Ambassador Program is a strategy on recruitment of adoptive families for older
children from the Philippines. Its central mission is to recruit families for a selected group of children ages 7-14 years old. Adult volunteers (ambassadors) from the U.S. travel to the Philippines and spend approximately seven (7) days in a “holiday vacation” setting
with a group of pre-identified children already cleared for intercountry adoption. The Ambassadors interact with the children and either adopt or advocate for their placement by sharing experiences with the Ambassadors friends and extended family members.
OFFICE OR DIVISION: SPECIAL PROJECTS UNIT
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: G2G- Government to Government G2C- Government to Citizen
WHO MAY AVAIL: Prospective Adoptive Child (PAC), Department of Social Welfare and Development (DSWD), Child
Caring Agency (CCA), Prospective Adoptive Parents (PAPs) Foreign Adoption Agency
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE/SOURCES
Letter request from FAA to conduct Hosting
Program/Ambassador Program and list of potential participants
Child’s dossier
Host Family Profile/Ambassador’s profile
Travel documents (hosting program only)
CA/FAA, DSWD, CCA
25
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submission of FAA’s
request for potential participants
Identification of children to
participate in the hosting program
None 15 working days
Social Worker
Submission of host
families’ profile
Reviewing, assessing, request
for lacking information and documents
None Within 15 working days
Social Worker
Prepare letter of request to DSWD
and ACCAP for nomination of additional escort for
hosting with more than 7 participants. Otherwise, if less
than 7, escort is an ICAB social worker.
None 1 hour Social Worker
Presentation of host families profile and escort/s to the
Board for approval
None 1 day Social Worker
Notification of board’s approval of the hosting program
None Within two (2) days
Social Worker
For Hosting Program
Endorsement of the pre-
travel fees
Coordination with Admin Unit for the
Special Order to hold a Cash Advance for the
hosting program
Amount depends
on the number of participants
1 day
Social Welfare Officer IV and
Admin Unit
Collecting of supporting documents,
accomplishment of passport
None 1 day Social Worker and CCA social worker
26
application form; coordination with the children’s
social worker
Endorsement of passport photos of
children
Submission of passport application to the
DFA
Passport Fee of DFA P1,200.00
per person
1 hour Liaison Officer
Approval of passport application
from the DFA
Schedule of biometrics collection of the
children
None 1 day Social worker and Liaison Officer
Release of
Child/ren’s Passports from DFA
Online visa
application, coordination with the children’s
social worker for the visa interview
Visa Fee is
dependent on the Embassy
rate.
1 day Social Worker
Release of Passports with visa of
children from the Embassy
Orientation to prepare the children and
escort prior to the travel
None 1 day Social Worker and escort social worker
Prepare the travel kit, I.D, luggage tag, group t-shirts,
None
1 day Admin Assistant
Participants and escort check-in to
a hotel nearby the airport prior their flight to prepare
them for their travel.
None 1 day Social worker and escort
Participants and escort travel to the
PAPs country and they will be fetch at the airport by their
respective families and Hosting Coordinator
None 1 day Participants, escort and FAA
27
Children participants will stay with their
respective host families.
The escort will stay with the assign host family. From
time to time escort will need to usher the children to
medical/or dental check-up, attend to gatherings
arranged by the FAA, respond to PAPs and child
clarifications.
None 20-30 days Participants, escort and FAA
ICAB Escort
submits report upon their arrival in the receiving
country and also must report important
incident/s until their return to the Philippines.
None 1 hour Escort Social
Worker
Post evaluation of participants and
escort of the hosting program 1-2 days upon their
return from the receiving country.
None 1 day Social Worker, CCA, escort and
participants
Liquidation of Cash Advance
None 2 hours Social worker
Presentation to Board of the result
of the Hosting Program
None 1 hour Social worker
28
Adoption Application of Prospective Adoptive Parents (PAPs-
Relative Adoption)
It describes the step by step procedure when adopting a Filipino child by relatives
habitually residing abroad (former Filipinos) within the fourth (4th) degree of consanguinity
or affinity.
OFFICE OR DIVISION: RELATIVE ADOPTION UNIT
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: Government to Government
Government to Foreign Adoption Agencies (FAAs) or Central Authorities (CAs)
WHO MAY AVAIL: Prospective Adoptive Parents (PAPs), Department of Social Welfare and Development (DSWD), FAAs and CAs
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Questionnaire for Relative Adoption Applicants (QRAA)
ICAB Website (www.icab.gov.ph)
Dossier of Child 1. Endorsement Letter
2. Child Study Report 3. Birth Certificate/Foundling (2
SECPA Copies oiginal)
4. Deed of Voluntary Commitment
5. Two original copies of the
CDCLAA (numbered) 6. Health and Medical Profile 7. Psychological Evaluation
Report 8. Recent Photograph 9. Child’s Profile
10. Regional Clearance for Inter-Country Adoption
11. Consent for Adoption for 10 years old and above
12. Birth Certificates of Pertinent individuals to prove filial relationship
13. Other documents, as necessary
DSWD
29
Copy of the ID used by the child’s birthparents/relatives
Death Certificate of Birth Parent/s (if deceased)
Psychological Evaluation Report (if
birthparents/is/are/or diagnosed to be intellectually challenged)
Psychiatric Evaluation Report if
birthparents/is/are/or diagnosed to have mental illness
Developmental Report
Growth Chart
Certificate of Authority for Notarial Act (CANA)
Affidavit of 2 Disinterested Person/s (if the information in the child’s birth certificate
is not the child’s birthmother
Affidavit of Discrepancy signed by the child’s birthmother in the birth certificate and DVC are
different as ICABll as the child’s birth order in the Birth Certificate was
incorrect
Birth Certificate of the child’s birthmother (if the DVC was signed by the child’s materal
grandparent/s to establish the relatonship of the child’s birth mother and maternal
grandmother)
Proof of Visits to Child by the PAPs
Dossier of PAPs FAAs / CAs
30
1. Home Study Report (HSR) 2. Birth Certificate of Applicants 3. Marriage Certificate or Divorce
Decree if applicable 4. Consent to Adoption of
biological or adopted children
10 years old and above 5. Medical Evaluation 6. Psychological evaluation
7. Police Clearance 8. Income Tax Return 9. Photos of PAPs, home and
community and extended families
10. Suitability to Adopt
11. Character Reference from Priest/Pastor, Employer, who have known the PAPs for the
past 5 years 12. Adoption Decree of Previously
Adopted Children
13. Guardianship Letter 14. Child Care Plans
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
FAAs/ CAs endorses to
ICAB the duly accomplished QRAA and
supporting documents of PAPs
Review of the QRAA and completeness
Acknowledgement of QRAA
Request for lacking information / documents from FAA/CA
Referral to concerned DSWD-Field Office for
eligibility assessment of child for intercountry adoption
None Within 15 working days
of receipt of the dossier from the
Records Section
Social worker
Unit Supervisor
DSWD endorses to ICAB results of
the eligibility assessment:
31
a. Eligible (Child’s ICA
clearance and dossier)
b. Not
eligible (Assessment Report
/ CSR)
Eligible Review of the Child’s Study
Report and supporting documents
Request from FAAs/CAs the endorsement of the PAPs’ adoption application dossier
Not eligible
Acknowledgement of Assessment Report / CSR
Inform FAAs/CAs of the non-eligibility for intercountry
adoption of the child
FAAs/CAs submits/ endorses to ICAB
the PAPs’ adoption application
dossier
Review of the adoption application dossier
US$ 200.00
Ten (10) working days after receipt
from Records
Social Worker
Conducts home visit and
interview with the children and custodians as deemed necessary
1 day Social
Worker
Preparation of Executive
Summary and schedule the case for Board presentation
Within two (2)
months after completion of home visit and
documents of child and PAPs
Social
Worker Unit Supervisor
Executive Director
Endorses the Board’s decision on placement
One (1) working day
Social Worker
32
recommendation to the FAAs/CAs: d. Approved: Placement
Proposal e. Deferred: Notice of
Deficiencies
f. Disapproved: Reason for disapproval
after receipt of the signed Board Action
on the Placement form
Unit Supervisor Executive
Director
33
Processing of Pre-Travel Documents and Entrustment of Child/ren to
PAPs
It describes the step by step procedure in processing the travel documents of the child/ren
matched with their prospective adoptive parents (PAPs). The length of processing of
travel documents of a child depends on the immigration policy of the receiving country.
OFFICE OR DIVISION: SPECIAL PROJECTS UNIT; FAMILY
WELFARE UNIT; RELATIVE ADOPTION UNIT
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: Government to Government Government to CAS/FAAs
WHO MAY AVAIL: Foreign Adoption Agencies (FAAs),
Prospective Adoptive Parents (PAPs), Child Caring Agencies (CCAs), Department of Social Welfare and Development (DSWD)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
For FAA/CA: Original: Placement Authority
Certified True Copy (CTC):
1. Child’s Birth/Foundling
Certificate 2. Deed of Voluntary
Commitment (DVC) or
3. Decree of Involuntary Commitment or
4. DSWD Certification of a
Child Legally Available for Adoption (CCLAA)
5. Death Certificate of
birthparents, if applicable
DSWD; CCA; ICAB
For Passport Application: 1. Child Study Report 2. Birth Certificate/Foundling
Certificate 3. DVC/CDCLAA 4. Placement Authority
5. Certificate of Issuance of Passport
Records Section; DSWD; CCA
34
6. Passport Application form signed by the Executive Director
7. Endorsement Letter signed by the Executive Director
8. Other documents, as
necessary
Baptismal Certificate, Birth Record, Vaccination Record
if birth certificate is later registered
Copy PAPs Passports
Copy of LCR of Birth/Foundling Certificate if SECPA copy is not readable.
For Authentication or Apostille of Documents:
DVC with Certification of Authority for Notarial Act (CANA)/CDLAA
Birth Certificate/Foundling Certificate PSA SECPA
Placement Authority Additional Documents: (Spain) Medical Certification
Records Section; DSWD; CCA
Visa Applications: Visa Application Forms
(Online/Manual) Supporting Documents
USA
1. Placement Authority (original)
2. Birth/Foundling Certificate (PSA SECPA)
3. Deed of Voluntary
Commitment/CCLAA 4. Child Study Report 5. Article 17c Certificate (4
original copies) 6. Visa pictures with white
background
Embassy websites
Records; CCA; DSWD
35
7. Death Certificate of parents (if applicable)- PSA SECPA copy
8. Home Study report of PAPs 9. Type of Child Acceptable to
Family Checklist
10. Result of visa medical examination (c/o St. Luke’s Extension Clinic)
11. Copy of Passport/ Original to be submitted during visa interview
CANADA
1. Placement Authority (original)
2. Birth Certificate –PSA
SECPA 3. Photocopy of the
DVC/CCLAA
4. Photocopy of the Child Study
Report
5. Photocopy of the Executive
Summary
6. Photocopy of the HSR of
PAPs
7. Visa Application Form
8. 3 copies passport size
pictures
9. Passport (if already available
but keep a copy on file for
use during visa medical)
10. Medical Condition Statement
signed by PAPs (if available)
11. Article 17c Certificate
12. Result of Visa Medical
Examination
AUSTRALIA
1. Placement Authority
2. Birth Certificate
Records; CCA; DSWD
Records; CCA; DSWD
Central Authority / Foreign Adoption Agency Prospective Adoptive Parents Authorized doctor by the Canadian Immigration
36
3. Child Study Report
4. Deed of Voluntary
Commitment/CLAA
5. Travel Authority
6. Travel Clearance
NEW ZEALAND
1. Child Study Report
2. Birth Certificate/Foundling
Certificate
3. Deed of Voluntary
Commitment/CCLAA
4. Placement Authority
5. Original passport
6. Visa application form
7. Proof of New Zealand
citizenship of the PAPs or
copy of passports
8. Article 17c
9. Visa fee payment
deposited to VFS Account
through BDO.
Europe Cases:
SPAIN
For the Child:
1. Visa application form (from website of embassy)
2. 2 passport size pictures (white background)
3. DFA Apostilled Placement
Authority 4. DFA Apostiled
Birth/Foundling Certificate
5. DFA Authenticated Medical Certificate stating the general health condition of the child
together with DOH certificate
Records; CCA; DSWD
Records; CCA; DSWD
Form available at VFS Global –New Zealand
Central Authority / Foreign Adoption Agency Prospective Adoptive Parents
Records; CCA; DSWD;
37
For PAPs
1. Original Spanish Literal Birth
Certificates 2. Photocopies of passports and
DNI (Documento Nacional de
Identidad) 3. Informe de Idoniedad by the
relevant Spanish CA
4. Resolution from the Provincial Government in Spain granting the adoption of the child
5. Document issued by the Delegate of the relevant Autonomous Government or
the sub delegate of the Provincial Government of Spain
AUSTRIA
1. DFA Apostilled Placement
Authority 2. DFA Apostilled
Birth/Foundling Certificate
3. DFA Apostilled DVC or Certificate of Availability for Adoption
4. Travel Clearance 5. Approval of the placement
from the Austrian Central
Authority (comes after the placement proposal with the endorsement of the fees –it
may be written in the CA’s endorsement letter itself so please read)
6. Pay slips of the PAPs for the last three months
7. Copy of passports of PAPs
8. Meldezettel or Mietvertrag (whichever is applicable-to be determined by FAA)
9. Flight Reservation of PAPs
Central Authority / Foreign Adoption Agency Prospective Adoptive Parents
Department of Foreign Affairs
Records; CCA; DSWD Central Authority / Foreign Adoption Agency Prospective Adoptive Parents
38
10. Travel Insurance for the child purchased by the PAPs from any accredited insurance
company by the embassy (see updated list from embassy Website). This must
be valid for one month and upon entry of the child to Austria.
FRANCE
1. Child Study Report
2. Translated and Apostilled
Birth/Foundling Certificate
3. Translated and Apostilled
Deed of Voluntary
Commitment/CCLAA
4. Translated and Apostilled
Placement Authority
5. Original passport
6. Visa application form
7. PAPs or copy of passports
and national ID
8. Translated Travel
Clearance
9. Translated Travel
Authority’
10. Article 17c
11. Copy of PAPs Passports
and National I.D
12. Application Forms
13. Visa Fees (paid upon
application at VFS Global)
BELGIUM
1. Approval of the adoptive placement from the Belgian CA
(comes with the acceptance of the placement proposal)
Records; CCA; DSWD Central Authority / Foreign Adoption Agency
Prospective Adoptive Parents
Fill-up the online visa application form which can be access through the VFS-Global
(France)
39
2. DFA Authenticated Placement Authority
3. Apostilled Deed of Voluntary
Commitment/ Declaration of Abandonment/CCLAA
4. Apostilled Birth/Foundling
Certificate
5. Copy of the PAPs’ passport
6. Application form
7. Two passport size pictures of the child (white background)
8. Travel itinerary/ticket of child
9. Certificate of residence
(original to be brought by the PAPs during their travel)
10. Certificate of Good Moral
Character/Police Clearance
11. Visa Fee (paid upon application at VFS Global)
DENMARK
1. Passport
2. Photocopy of PAPs’ passports
3. 2x2 picture white background
4. Child Study Report 5. Placement Authority 6. Birth/Foundling Certificate
PSA SECPA Copy 7. Travel Clearance 8. Visa Application Form
FINLAND
1. Apostilled Birth/Foundling
Certificate 2. Apostilled Placement
Authority
3. Apostilled CCLAA, DA or DVC ([if DA please attached the certificate of finality while
DVC is the certificate of notarial act issued by the executive judge])
Central Authority / Foreign Adoption Agency Prospective Adoptive Parents
Fill-up the online visa application form which
can be access through the VFS-Global Belgium
Department of Foreign Affairs; Records Unit of ICAB
Department of Foreign Affairs;
Records Unit of ICAB Online Visa Application Forms are filled up by the PAPs
40
4. 2x2 passport picture white background
5. Passport
6. Gratis (No visa fee for children below 6 years old)
GERMANY 1. Apostilled Birth/Foundling
Certificate
2. Apostilled DVC/CLAA 3. Apostilled Placement
Authority
4. Child Study Report 5. Travel Authority 6. Travel Clearance
7. 3 copies passport size picture (grey background)
8. Copy of passport of PAPs and
residence ID/Certificate (request from FAA prior to visa application-email copy is
ok) 9. Application Form (download
from embassy’s website-
Family Reunion Visa) ITALY
1. Apostilled Birth/Foundling Certificate
2. Apostilled Authenticated Placement Authority
3. Apostilled CCLAA, DVC or
DA (if DA please attached the certificate of finality while DVC attached the certificate
of notarial act issued by the clerk of court)
4. Apostilled Placement
Proposal 5. Passport 6. 2x2 passport size picture
white background 7. Filled-up Application Form
(download from Embassy
Department of Foreign Affairs;
Records Unit of ICAB
Department of Foreign Affairs;
Records Unit of ICAB
41
Website- Application Form for Long Term Visa-type D)
NETHERLANDS 1. Apostilled Placement
Authority
2. Apostilled Birth/Foundling Certificate
3. Apostilled DVC/CCLAA
4. Travel Clearance 5. Passport copy of PAPs 6. Photocopy of visa approval
from FAA (email) 7. Travel insurance (from FAA) 8. Visa application Form (filled
up- Long term visa) 9. 2 pcs white background
passport size pictures
10. Medical Certificate that child is Fit to Travel
NORWAY
1. Application Form (secure
from the www.norway.ph) 2. Passport size pictures (white
background)
3. Placement Authority
(photocopy) 4. Passport 5. Passport copies of the PAPs
SWITZERLAND
1. Child Study Report 2. Birth/Foundling Certificate –
PSA SECPA Copy
3. Placement Authority 4. Travel Clearance 5. Passport
6. 2x2 picture white background 7. National Visa Application
Form
Department of Foreign Affairs; Records Unit of ICAB
Central Authority / Foreign Adoption Agency Prospective Adoptive Parents
Child Caring Agency
Records Unit of ICAB Department of Foreign Affairs; Records Unit of ICAB
Central Authority / Foreign Adoption Agency Prospective Adoptive Parents
Records Unit of ICAB
Application form Availalable at Swedish Embassy
42
SWEDEN
1. Application form for National
visa no 169011 must be signed by the PAPs. The FAA will forward the form originally
signed by the PAPs to ICAB in preparation for the visa application.
2. Passport and Photos
3. Decision regarding adoption proposal or letter from CA or
FAA
4. Bank slip of paid application
fee (No visa fee below children below 6 years old).
5. Placement Authority
6. Travel Clearance
7. Travel Authority
8. Birth/Foundling Certificate
(PSA SECPA Copy)
United Kingdom
1. Duly accomplished
Application Form 2. Travel Authority 3. Two (2) passport size picture
4. DVC/DA/CCLAA 5. Passport 6. Child Study Report & Medical
Profile (updated/recent or at least 6 months old)
7. Birth Certificate
8. Travel Clearance 8. Placement Authority 9. Visa Application Fee (varies
from time to time- can be paid through a bank or through a manager’s check payable to
the British Embassy. Please check http://www.vfs-uk-
Form available at the website of the Swedish
Embassy
Central Authority / Foreign Adoption Agency Prospective Adoptive Parents
Records Unit of ICAB
website of UK Embassy Records Unit of ICAB
43
ph.com/ for updated visa fee. If payment is made through a bank, present a photocopy of
child’s passport during payment. Please see above ICAB website for list of banks
accredited by the British Embassy.
A. On the Prospective Adoptive Parents (PAPs)
1. Certificate of eligibility and
Approval 2. Home Study Report 3. Detailed Bank Statements,
other savings of the couple for the last 6 months
4. Medical Evaluation (BAAF)
5. Photocopies of passports of the PAPs
6. 6. Letter of Support from
The PAPs stating that they will support the needs of the child and will not recourse to public
funds 7. Sponsorship Undertaking
signed by the sponsor (male or female PAP-whoever will
serve as the sponsor, usually male PAP) (please download form from http://www.vfs-uk-
ph.com/
Records Unit of ICAB Central Authority / Foreign Adoption Agency Prospective Adoptive Parents
CLIENT STEPS
AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Endorses to ICAB the
acceptance of the Placement
Proposal FAAs/CAs
Processes the child’s pre-travel
documents: 1. Issuance of
Placement Authority and legal documents to
FAAs/CA
Processing Fees:
US$ 2,000.00 (single child
placement) US$
3,000.00
10 working days
*Placement Authority is
signed by the Alternate Chair of
DSWD.
Social Worker/Record
s Unit
44
(sibling groups placement)
Pre-travel fees
(amount varies depending
on child’s CCA location and
receiving country immigration
requirements
Pre-travel fees ranges from
US$100-1,000.00 per child
depending on the visa fees required by
the receiving country immigration
policy. All expenses un processing
the travel documents of the is
charged to this fund.
Submission
of child’s passport photos from
the Child Caring Agencies
2. Prepare and submit
passport application form and supporting
documents at the Department of Foreign Affairs
1 day Admin. Staff;
Liaison Officer; Social Worker
Submission
of updated Certificate of Authority
Notarial Act (CANA) for cases with
Deed of Voluntary Commitmen
t
3. Submits documents
for Apostille at the Department of Foreign Affairs
*Applicable For children bound to
European countries
1 day Admin. Staff;
Liaison Officer; Social Worker
Approval of the DFA
passport application
4. Schedule the child’s biometrics
collection at the DFA Office
1,200.00 fee paid to DFA
2 hours Admin. Staff; Liaison Officer;
Social Worker
45
Apostilled Documents from DFA
5. Endorses documents for translation (i.e.
Alliance Francaise) *For children bound
for France
None Fees at
Alliance Francaise varies
depending on the number of
documents being translated
1 day
Documents for translation varies on the
number of documents being
translated
Admin. Staff; Liaison Officer; Social Worker
6. Endorsement to Embassy for
Legalization of Apostilled Documents
For countries who are not signatories to the
Apostille Convention.
None
1 day Liaison Officer;
Release of
Child/ren passport/s; apostilled
documents; translated documents
7. Prepare the visa
application forms and supporting documents. Secure
appointments for visa application/intervie
w for children bound for USA.
None 1 hour Admin. Staff;
Liaison Officer; Social Worker
8. Coordinate with liaison officer/ FAAs/CAs/ Child’s
custodian about the schedule of Visa medical and for the
submission of visa application.
*Applicable for children bound for USA, Canada, United
Kingdom and Australia only
Visa Medical Fee depends on
the receiving country immigration
policy
1 hour Admin. Staff; Liaison Officer; Social Worker
46
Release of visa medical results
Facilitates and accompanies the child during visa
interview
Visa medical result is release directly from the authorized doctors/ clinics to the respective Embassies
Issuance of the child/ren visa
9. Facilitates registration of Visa at the Commission
of Filipino Overseas (CFO)
400.00 per person paid to
Commission of Filipino Overseas
(CFO)
1 day Social Worker Unit Supervisor Liaison Officer
Office Staff/Clerk
Endorsement of the
Notice of Travel, copy of passport and visa of the child
FAAs/CAs sends the
PAPs Itinerary of Travel
(Entrustment and pre-departure)
Confirms with FAAs/CAs the
schedule of PAPs and child’s Pre-Departure Visit (PDV)
None Within 2 working days
Social Worker Unit Supervisor
Facilitates the actual
PDV
None Within a day Social Worker
PAPs Child/ren
Sends to FAAs/CAs the Notice of Departure of child
and PAPs from the Philippines and requests for the
submission of post placement reports
None Two (2) days Social Worker Unit Supervisor
47
Supervision and Finalization of Child Placement
Step by step procedure starting from the physical transfer of the child to PAPs, who, as
custodian, shall exercise substitute parental authority over the person of the child. Section
45 of the Implementing Rules and Regulations of the Republic Act 8043, the Central
Authority and/or the FAA of the State which the child has been transferred shall supervise
and monitor the placement of the child with the applicants, maintaining communication
with the applicants from the time the child leaves the Philippines up to adoption is
finalized.
OFFICE OR DIVISION: RELATIVE ADOPTION UNIT; FAMILY WELFARE UNIT AND SPECIAL PROJECTS UNIT
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: Government to Government Government to Non-Government Organizations
WHO MAY AVAIL: Prospective Adoptive Parents (PAPs), Department of Social Welfare and Development (DSWD), FAAs and
CAs; Child Caring Agencies
CHECKLIST OF
REQUIREMENTS
WHERE TO SECURE/SOURCES
Post Placement Reports with
Photos
FAA or CA
Adoption Decree FAA or CA
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PERSON RESPONSIBLE
FAAs/CAs
sends Post Placement Reports
(PPRs)
Reviews
PPRs
None Within 10 days after
receipt of PPRs from Records
Social Worker
Supervisor Division Chief Acknowledges
receipts of PPRs
Shares PPRs to concerned
DSWD-Field Offices or Child Caring
Agencies
Prepares Justification for issuance of
Affidavit of
None Within 30 working days after the receipt of the last
PPRs
Social Worker Unit Supervisor Division Chief
Executive Director
48
Consent to Adoption (ACA) /
Prepares ACA for signature
and notarization
Alternate Chairperson Record’s Officer
Endorses ACA to
FAAs/CAs
None Within 5 working days after
notarization and/or translation/apostille
Social Worker Unit Supervisor
Office Staff Executive Director Record’s Officer
FAAs/CAs endorses the
Adoption Decree / Certificate of
Adoption
Reviews Adoption
Decree / Certificate of Adoption
Acknowledges receipt of
Adoption Decree/ Certificate of
Adoption Shares
Adoption Decree/ Certificate of
Adoption to DSWD- Filed Offices or
Child Caring Agencies
None Within 5 working days after receipt
from Record’s Unit
Office Staff Unit Supervisor
Division Chief
49
POST LEGAL ADOPTION SERVICES shall refer to psycho-social support
services provided to the adoptee, adoptive parents/birthparents by a professionally trained social worker and/or other discipline e.g., psychiatrist/psychologist, etc. after the adoption is legally completed.
Request for the retrieval of adoption information and/or documents by
adoptees, adoptive parents, birth family, and CAs/FAAs
It describes the step by step procedures when adoptees, adoptive parents, birth family, and CAs/FAAs request for retrieval of adoption information and/or documents.
OFFICE OR DIVISION: POST LEGAL ADOPTION SERVICES
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: Government to Government Government to Non-Government Organizations Government to Citizens
WHO MAY AVAIL: Adoptees, Prospective Adoptive Parents (PAPs),
Department of Social Welfare and Development (DSWD), FAAs and CAs;
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Post Legal Adoption Services - Client
Identification Form
ICAB website: www.icab.gov.ph
Details of information requested
CLIENT
STEPS
AGENCY ACTIONS FEES
TO BE
PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
Fill-up the Post
Adoption Services-Client
Identification Form and indicate
purpose or reasons for the request/s
Acknowledgement of the request for retrieval of
information/documents Request for lacking
information / documents from adoptees, adoptive parents, birth family, and
CAs/FAAs Retrieval of adoption files
by Records Unit 1. If Minor
None Within 15 working days
upon receipt of the letter from the Records
Section
Within 2 weeks
Social Worker; Unit Supervisor;
Executive Director
50
Request for Psychological Evaluation from a
licensed psychologist to determine the
preparedness of the adoptee to receive information
pertaining to his/her background
2. Adult Adoptee Available
information/documents on file
Endorse the request to the Review Committee (RC) for
review and assessment.
DM shall review the recommendation of the RC
DM shall make his/her decision
Transmittal/endorsement of the adoption records/documents
(Child Study Report, Deed of Voluntary Commitment,
Medical Evaluation Report, among others) to the
requesting party once approved by the Executive
Director. If not available
within 3 working days
Within 2 working days
Approximately within 3 working days
within 5 working days
within 5
working days
51
Coordinate with the concerned DSWD Field Office or CCA
to obtain the requested information or
documents.
52
Request for Amendment of Birth Certificate
It refers to the new birth certificate that is issued for an adopted child after an adoption
becomes final. The issuance of the amended birth certificate is the function of the Local
Civil Registrar (LCR) where the adoptee was born and the Philippine Statistics Authority
(PSA). ICAB will only facilitate the process in behalf of the adoptee and adoptive parents.
OFFICE OR DIVISION: POST LEGAL ADOPTION SERVICES
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF
TRANSACTION
Government to Government
Government to Non-Government Organizations Government to Citizens
WHO MAY AVAIL: Adoptees, Prospective Adoptive Parents (PAPs), Department of Social Welfare and Development (DSWD), FAAs and CAs;
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
1. Post Legal Adoption Services - Client Identification Form
ICAB website: www.icab.gov.ph
2. Municipal Form 102 Municipal Local Registrar
3. Certificate of Live Birth Philippine Statistics Authority
4. Apostilled Adoption Decree Department of Foreign Affairs
5. Original copy of the Placement Authority ICAB Records
6. Certification ICAB
7. Processing Fee amounting to $150.00 PAPs/Adoptee
CLIENT STEPS
AGENCY ACTIONS FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSI
BLE
Fill-up the
Post Adoption Services-Client
Identification Form and indicate
purpose or reasons for the request/s
Acknowledgement of the request
for amendment of birth certificate Retrieval of adoption files by
Records Unit.
Register the adoption decree with the Manila Office of the Civil Registrar General (OCRG) by
submitting the following documents:
Apostilled Adoption Decree
$150.0
0
Within 15
working days upon receipt of the letter
from the Records Section
Within 3 weeks
Social
Worker Unit Supervisor
Executive Director
53
Original or certified copy of the adoptee’s ICAB Placement Authority
Certification that the adoption passed through ICAB
Copy of the adoptee’s Birth or Foundling Certificate
Endorse to the adoptive parents, adoptee, CA/FAA the copy of the Municipal Form No. 102
Certificate of Live Birth for review of correctness of entries. Should there be no errors in the entries,
the adoptive mother must sign the four (4) blank Municipal Form No. 102 Certificate of Live Birth
Submit the following documents to the Local Civil Registrar (LCR)
where the adoptee was born or originally registered:
Three (3) sets of the Certificate of Registration and certified copy of the
documents issued by the OCRG
Four (4) blank Municipal Form No. 102 Certificate of Live
Birth signed by the adoptive mother
One filled-up Municipal Form No. 102 Certificate of Live
Birth duly reviewed and approved by the adoptive parents
Within 30
workings days
Within 5
working days upon receipt of the
certificate of registration with OCRG
54
Payment of fees to the concerned LCR
ICAB requests for the Security Paper (SECPA) amended Birth Certificate (3 copies) from the PSA
through the ICAB Liaison Officer.
Endorse the amended birth certificate to the DFA Manila for apostille as proof of
authentication. The apostilled SECPA Birth
Certificate will be forwarded to the requesting party/applicant.
Within 15 working days upon receipt
of the transmittal of the
documents from LCR to PSA
Within five (5) working days
Within five
(5) working days
55
Reconnecting with peers/friends/institutional siblings from the same CCA who have been adopted It describes the step by step procedures when adoptees, adoptive parents, and
CAs/FAAs request to Reconnect with peers or friends from the same child caring agency (CCA) and already adopted.
OFFICE OR DIVISION: POST LEGAL ADOPTION SERVICES
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: Government to Government Government to Non-Government
WHO MAY AVAIL: Adoptees, Adoptive parents, Birth family, Department of Social Welfare and
Development (DSWD), Foreign Adoption Agencies (FAA/CAS)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Post Legal Adoption Services - Client
Identification Form
ICAB website: www.icab.gov.ph
Name of adoptee and adoptive parents to be contacted
FAA/CAs
CLIENT STEPS
AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSI
BLE
Fill-up the Post Adoption
Services-Client Identification
Form and indicate purpose or
reasons for the request/s
Aacknowledgement of the request to reconnect with
peers/friends from the same child caring agency
Retrieval of adoption files by Records Unit
Coordinate with the concerned DSWD/CCA providing necessary
information and purpose for the reconnection.
If the peer or friend from the same CCA has been
None Within 15 working days
upon letter from the Records
Section
Within 2 weeks
Within 5 working days
Within 5 working days
Social Worker,
Unit Supervisor, Executive
Director
56
adopted, the social worker coordinates with the concerned CA/FAA
providing necessary information and purpose for the reconnection.
Should the CA/FAA provide positive or
negative feedback such will be shared with the requesting party.
upon receipt of the information
Within 5 working days
upon receipt of the information
57
Birth Country/Homeland Visit/Heritage Tour
Going back to one’s country of birth can help find answers, create a sense of
connectedness to people that share a common heritage and help build identity. It helps recapture as many of the original pieces of life history giving an adoptee a strong foundation towards finding a comfortable meaningful and grounded self.
OFFICE OR DIVISION: POST LEGAL ADOPTION SERVICES
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: Government to Government Government to Non-Government Agencies Government to Citizen
WHO MAY AVAIL: Adoptees, Adoptive parents, Birth family, Department of Social Welfare and Development (DSWD), Foreign
Adoption Agencies (FAA/CAS)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Post Legal Adoption Services - Client Identification Form
ICAB website: www.icab.gov.ph
Travel Itinerary
CLIENT STEPS
AGENCY ACTIONS FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Fill-up the Post Adoption Services-
Client Identification Form and
indicate purpose or reasons for the request/s
Acknowledgement of the request for Birth Country Travel/Homeland
Visit/Heritage Tour
Retrieval of adoption files by Records Unit
Coordinate with the concerned DSWD or CCA
for the schedule of visits Arrange scheduled,
planned and supervised activity for minor or adult
None Within 15 working days upon receipt of
the letter from the Records Section
Within 2 weeks
Within 5 working days
Social Worker, Unit Supervisor, Executive
Director
58
adoptees and adoptive parents i.e. visit to the orphanage or center and/or
explore and experience the birth heritage/culture and learn more about their
adoption history. Family Tour – planned
and scheduled visits of the adoptee and adoptive parents in coordination with the DSWD/CCA where the adoptee came from:
Motherland Tour –
these are for adoptees and adoptive parents who are ready to explore and experience the birth heritage/culture and learn more about their adoption history.
59
Search for Birthparent/s or Relatives It describes the step by step procedures when adoptees, adoptive parents, birth family, and CAs/FAAs request to search for birth family or relatives.
OFFICE OR DIVISION: POST LEGAL ADOPTION SERVICES
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: Government to Government
Government to Non-Government Agencies Government to Citizen
WHO MAY AVAIL: Adoptees, Adoptive parents, Birth family, Department of Social Welfare and Development (DSWD), Foreign Adoption Agencies (FAA/CAS)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Standard Request The request to search for birth family or relatives by adoptees, adoptive
parents, CAs/FAAs must be made in writing to the Executive Director, Bernadette B. Abejo at Inter-Country
Adoption Board (ICAB), 4th Floor A.N.Y. Building, #38 Timog Avenue, Brgy. Laging Handa, Quezon City
Post Legal Adoption Services - Client Identification Form
ICAB website: www.icab.gov.ph
Personal History and Biography Questionnaire
Authorization for Release of Information Form
Copy of valid ID
“Adoptee’s First Letter”
CLIENT
STEPS
AGENCY
ACTIONS
FEES TO BE PAID PROCESSIN
G TIME
PERSON
RESPONSIBLE
Fill-up the Post Adoption Services-
Client Identification Form and
indicate purpose or
Acknowledgement of the request for search of birth
family. Request for lacking
information / documents from adoptees, adoptive
None Within 15 working days upon receipt
of the letter from the Records
Section
Social Worker Unit
Supervisor Executive Director
60
reasons for the request/s
parents, birth family, and CAs/FAAs
1. If Minor Request for
Psychological Evaluation from a licensed
psychologist to determine the preparedness of
the adoptee to receive information
pertaining to his/her background
2. Adult Adoptee
Retrieval of adoption files by the Records
Unit and review of all case materials pertaining to the
adoption Refer to the
concerned DSWD and/or CCA to begin
the search. In cases where the
location of the birthmother/family is accessible by land
travel, the social worker shall undertake the
search process:
Within 2 weeks
Within 2 weeks
Within 2 weeks
61
Contact the
DSWD Central
Office, concerned Field Office and
CCA/CPA for the retrieval of records and
other documents that may assist in
the search and for any leads that will help in
the beginning of the search.
Carefully and discreetly make a plan on how to
go about: o Visit to the
last known address of the birthparent/
s and relatives
o Interviewing the birthparent/
s and/or relatives
o Disclosure of the intent to search of
the adoptee
o Securing
permission/
Within 2 weeks
62
consent to share information/
whereabouts of birthparent/
s and/or relatives.
o Possibility of reunion.
DSWD endorses to ICAB the
result of the search
1. Adoptee Review of the
feedback report and supporting documents
Inform Adoptee,
adoptive
parents and CAs/FAAs of the result of the
search Request to fill-
up the Personal History and Biography
Questionnaire and endorsement of
the adoptee’s “First Letter,” and photos to
be shared with the birth family
2. Birth family Acknowledgem
ent of Feedback Report
None Within 15 working days from receipt
of the report
Within 15 working days from receipt
of the report
63
Request to fill-up the Personal History and Biography
Questionnaire, letter and photos to be shared with the
adoptee
Endorseme
nt of the Personal History and
Biography Questionnaire Form
Acknowledgement
of the Questionnaire Form.
Endorse the Questionnaire
Form to the adoptees/birth family through the
concerned DSWD/CCA.
Plan and schedule reunion meeting.
None Within 15
working days from receipt of the report
Upon adoptee’s request for
reunion after the successful
search for birth family
64
Request for Reunion with Birth Parent/s or Relatives Reunion is the reconnection between the adopted and his/her biological parents and/or
siblings. The process takes time and effort requiring psychological preparation for both parties. The biological relation does not guarantee any emotional bond.
OFFICE OR DIVISION: POST LEGAL ADOPTION SERVICES
CLASSIFICATION: HIGHLY TECHNICAL
TYPE OF TRANSACTION: Government to Government
Government to Non-Government Agencies Government to Citizen
WHO MAY AVAIL: Adoptees, Adoptive parents, Birth family, Department of Social Welfare and Development (DSWD), Foreign Adoption Agencies
(FAA/CAS)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Standard Request
The request for reunion with birth family/relatives must be made in writing to the Executive Director,
Bernadette B. Abejo at Inter-Country Adoption Board (ICAB), 4th Floor A.N.Y. Building, #38 Timog Avenue,
Brgy. Laging Handa, Quezon City
Authorization for Release of
Information Form
ICAB website: www.icab.gov.ph
CLIENT
STEPS
AGENCY ACTIONS FEES TO BE
PAID
PROCESSIN
G TIME
PERSON
RESPONSIBLE
Submit Authorization for Release of
Information Form to be accomplished
by the adoptee and birth parents
Acknowledgement of the Form.
Secure Approval/Consent from the birth
parents, adoptive parents and the adoptee before
contact and/or reunion with each other can be
arranged.
None Within 15 working days from receipt of
the report
Social Worker Unit
Supervisor Executive Director
65
CA/FAA or adoptive parents and adult adoptee provides
ICAB with the itinerary of travel for the reunion meeting
with the birth family/relatives.
Require adoptee, adoptive parents and DSWD FO/CCA to
give feedback and impression pertaining to the reunion and
clarifications on issues that emerged during the reunion
Within 30 working days
66
Request for Issuance of Certification of Non-ICAB Adoption Cases
It describes the process for the issuance of the Certification that no adoption application
was processed through ICAB.
OFFICE OR DIVISION: FAMILY WELFARE UNIT; SPECIAL PROJECTS UNIT; CHILD WELFARE UNIT
CLASSIFICATION: Simple
TYPE OF TRANSACTION: Government to Government
Government to Business Government to Citizen
WHO MAY AVAIL: All Citizen
CHECKLIST OF
REQUIREMENTS
WHERE TO SECURE/SOURCES
Adoption Decree, with English translation if applicable
Court who issued the adoption decree
Letter of Request Requesting Party
CLIENT
STEPS
AGENCY
ACTIONS
FEES TO
BE PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
Requesting
Party endorses the request by
letter or verbal for walk-in
clients
Review and
evaluate the documents submitted
None 20 minute Officer of the
Day
Verify with Records the
adoption case.
10 minutes Officer of the Day
Prepare and endorse the
certification that the case was not processed by
ICAB for signature of the Executive Director
10 minutes Officer of the Day
Depending on the availability of the
authorized signatory, the
67
certificate may be available within the day or the
following day. The requesting party is informed when to
pick up.
68
Provision of Medical Assistance to Child/ren
Step by step process to avail the P 10,000.00 medical assistance to child/ren under the
care and custody of the Child Caring Agencies and Government run facilities.
OFFICE OR DIVISION: FAMILY WELFARE UNIT
CLASSIFICATION: Complex
TYPE OF TRANSACTION: Government to Government Government to Child Caring Agencies (CCAs)
WHO MAY AVAIL: Department of Social Welfare and Development (DSWD), FAAs and CAs, Child Caring Agencies
(CCAs)
CHECKLIST OF
REQUIREMENTS
WHERE TO SECURE/SOURCES
Official Receipts Hospital/Clinic
Letter of Request Requesting Party
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
CCA/RSCC
endorses to ICAB the letter of
request and official receipts
Executive Director
will approve or disapprove the request for
medical assistance.
None 10 minutes Records
Executive Director
Social worker in-
charge of the case of the child will acknowledge and
notify the Child Caring Agency of the decision for the
request.
None 20 minutes Social Worker
For approve
request, endorse the letter of request and official
receipts to the Cash Unit together with request form.
None Social Worker/Cashier
69
Signed request forms with the attachments are
endorsed to Admin. Unit
None 5 minutes Cashier/Admin. Unit
Preparation and submission of Voucher for the
medical assistance
None 10 Minutes Admin Unit
Voucher for signature of the Finance, Budget
Unit and approval of the Executive Director
None 30 minutes Admin/Finance/Budget and Executive Director
Endorse to Cashier for the LD-
DAP ADA or preparation of check
None 20 minutes Cashier
Forward check to the requesting
party or notify that reimbursement is credited to their
account
None 20 minutes Social Worker
70
Accreditation/Authorization of Foreign Adoption Agency (FAA):
This describes the step by step process for the accreditation/authorization of Foreign
Adoption Agency (FAA). An FAA is a State Welfare Agency or licensed and accredited
agency in the country of the foreign adoptive parents that provides comprehensive social
services and is duly recognized by the Board.
OFFICE OR DIVISION: Office of the Executive Director
CLASSIFICATION: Highly Technical
TYPE OF TRANSACTION: Government to Non-Government
Organization
WHO MAY AVAIL: Foreign Adoption Agency
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
1. License and/or accreditation or authorization from its
government to operate as an adoption agency to carry out inter-country adoptions;
2. Name and qualifications of the members of the Board of Directors, senior officers and
other staff involved in inter-country adoption;
3. Detailed description of its
programs and services, research studies and publications;
4. Audited financial report of the last two (2) years including sources of funds, adoption fees
and charges; 5. Undertaking under oath that it
shall assume responsibility for
the selection of qualified applicants; that it shall comply with the Philippine laws on
inter-country adoption; that it shall inform the Board of any change in the foregoing
information; and shall comply with post adoption requirements as specified by the Board;
6. Agency Manual of Operations;
FAA and their government authority
71
7. Other requirements which the Board may deem necessary;
8. Accreditation/Authorization fee
CLIENT STEPS AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBL
E
FAA submits letter
of intention to be accredited/authorized by ICAB
together with the required documents
Reviews the
completeness and accuracy of the documents
submitted
None
Accreditation/
authorization fee is US$3,000.0
0
4 hours SWO V
Prepares a
summary of the documents/Review Form as
reference of the Board in the actual
accreditation/ authorization visit to the FAA
None 1 day SWO V
Board conducts actual
accreditation/ authorization visit to the FAA
None 1 day Board Members
Board prepares written report on
the result of the visit and present the same to the
other Board members for decision
None 1 day Board Members
If Board decides to approve, a
Certificate of Authorization will be prepared for
issuance
None Within a day SWO V Admin staff
72
ICAB issues the actual certificate to the concerned
FAA
None Within a day Records Unit
73
Policy Formulation:
The agency process of formulating policy on adoption process and requirements. ICAB
is mandated to prescribe rules and regulations as it may deem reasonably necessary to
carry out the provisions of the Philippine Inter-Country Adoption Law.
OFFICE OR DIVISION: Office of the Executive Director
CLASSIFICATION: Highly Technical
TYPE OF TRANSACTION: Government to Government or Non-Government Organization
WHO MAY AVAIL: Stakeholders
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE/SOURCES
Pertinent laws Board resolutions
Guidelines Policy decisions
Record files
CLIENT STEPS
AGENCY ACTIONS FEES TO BE
PAID PROCESSING
TIME PERSON
RESPONSIBLE ICAB reviews pertinent laws, existing
guidelines, resolutions, policy decisions on adoption process,
regulations and requirements needing amendment/modification
as deemed necessary
None
1 day or depending on
the review of necessary documents
Board members Executive
Director SWO V
ICAB consults and
coordinates with concerned stakeholders, if needed, on new
adoption policy
None 1 day
Within 15 days for
stakeholders to respond or make
comments
Executive
Director SWO V
Board decides and
issues policy, rules and regulations to stakeholders for
implementation
None 1 day Board members
Executive Director SWO V
74
ICAB monitors the stakeholders’ implementation of policy
and regulations
None Within the year Board Members Executive Director
SWO V
75
Accreditation of Child Caring Agency (CCA)/Child Placing Agency
(CPA) as Liaison Service Agency (LSA)
This describes the step by step procedures of the accreditation of Child Caring Agencies
(CCA) or Child Placing Agency as Liaison Service. The Liaison Service Agency (LSA)
provides assistance to Foreign Adoption Agencies.
OFFICE OR DIVISION: Planning Development Unit
CLASSIFICATION: Highly Technical
TYPE OF TRANSACTION: Government to Non-Government Organization
WHO MAY AVAIL: Child Caring Agency
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
1. Letter of Application 2. Description of Programs and
Services
3. List of Officers and staff/personnel and qualifications
4. Audited Financial Statement
of the Child Caring Agency/Child Placing Agency (CPA)
5. Copy of the DSWD License and accreditation
6. Manual of Operations as
CCA/CPA, for renewal (Manual of Operations as LSA
CCA and DSWD
CLIENT
STEPS AGENCY ACTIONS
FEES
TO BE PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
Submit of Application as LSA with
its supporting documents
Secretariat review the completeness and correctness of the
documents submitted to ICAB
None 1 day PDO 3
ICAB to communicate response to the result
of evaluation of the documentary requirements. If
None 30 minutes PDO 3
76
complete, a schedule of visit will be initiated
CCA/CPA will confirm the
schedule visit of ICAB
Accreditation Visit to LSA
None 1 day PDO3
Preparation of the Feedback Report on the result of the
evaluation of application and accreditation visit to
CCA/CPA
None 1 day PDO3
Submit the report for
approval of Division Chief and Executive Director
None 1 day PDO3
Presentation of the Report for their
decision
None 30 minutes Division Chief
Certificate of Permit to
Operate and Board Resolution signed by the Board during its
presentation
None 20 minutes Board Members
and Executive Director
The signed Certificate
of Permit to Operate and Board Resolution transmitted to Office of
the Alternate Chair to ICAB for signature
None 1 day Board Members
and Executive Director and PDO3
Endorsement of the signed Certificate of
Permit to Operate to CCA/CPA
None 30 minutes Records Unit
77
Implementation of Capacity Building Package for Inter-Country
Adoption Program
It describes the step by step procedures on the implementation of the Capacity Building
Package for Inter-Country Adoption Program for social workers involved in foster,
residential care and adoption programs.
OFFICE OR DIVISION: Planning Development Unit (PDU)
CLASSIFICATION: Highly Technical
TYPE OF TRANSACTION: Government to Government
Government to Non-Government Organizations
WHO MAY AVAIL: Social Workers from Local Government Unit, Department of Social Welfare and Development (DSWD), Child Caring Agencies
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Work and Financial Plan Training Module Training Proposal
Planning Development Unit
CLIENT
STEPS
AGENCY ACTIONS FEES
TO BE PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
PDU convene a meeting to prioritize
and discuss the proposed targets of Regions for the ICA
Training Program.
None 3 hours Technical Working Group
and PDU
Review the existing
training module and prepare the capacity building proposal
and endorse for approval of the Division Chief and
Executive Director
None 1 hour PDO III
Review and approve
the proposed training module and proposal.
None 1 day Division Chief &
Executive Director
78
Endorse the following to Admin Unit:
1. Request for quotation
2. Training
Proposal for the Special Order for the
Cash Advance
None PDU Admin. Unit
Participants are to register to the online
link provided by ICAB
Letter of invitation to participate is sent to the DSWD Regional
Office. Provide the link for the online registration.
Invitation are sent 3-4 weeks prior to the
actual training
None 30 minutes PDU Admin. Assistant
Resource
Speakers confirm attendance to
the training and provide details of the
schedule; mode of transportation;
preferred schedule of flights for
regional training
Letter of Invitation is
sent to Resource Speakers
None 30 minutes PDU Admin.
Assistant; PDO 3; Admin
Endorse to Admin Unit the ff:
1. List of Resource
Speakers and training team for the Travel Order
2. Preferred schedule of
None 1 hour PDO 3; Admin Assistant; TWG
79
flights with I.D/mode and schedule of
transportation for NCR and nearby provinces for
schedule of pick up and drop off.
Submission of Application for CPD Program at
Professional Regulatory Commission (PRC)
None 1 hour PDO 3; Admin Assistant; TWG
Preparation of Training Kits,
Memorandum of Agreements for the Resource Speakers
and other Materials
None 2 hours PDU Admin. Assistant
Finalization of
Training Participants and Rooming List
None 1 hour PDU Admin
Assistant and Admin Unit
Notification to DSWD of the final venue of the training and
program of schedule
None 1 hour PDU Admin Assistant
Conduct of the
Training Proper
None 3 days PDU Admin
Assistant; Training Team; Resource
Speakers
Preparation of
Training Evaluation Report
None 1 day PDU Admin
Assistant and PDO 3
Liquidation of Cash Advance
None 1 day PDU Admin Assistant
80
Technical Assistance to Foreign and Local Stakeholders
ICAB provides technical assistance by way of lectures and/or email regarding request for
clarifications on Republic Act 8043 and its implementing rules and regulations. Case
conferences and consultative meetings/dialogues are likewise undertaken.
OFFICE OR DIVISION: Office of Executive Director; PLAS, SPU, CWU, PDU, FWU and RAU
CLASSIFICATION: Highly Technical
TYPE OF TRANSACTION: Government to Government
Government to Citizens
WHO MAY AVAIL: Government Agencies; Non-Government
Agencies, Foreign Adoption Agencies, Central Authorities,
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Letter of Request /Letter of Invitation
Requesting Party
CLIENT STEPS
AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Requesting Party send
the letter of invitation
The Executive Director review,
evaluate and assigned the staff who will attend the
requested seminar, training, workshop, conferences, and
meeting.
None 10 minutes Executive Director
Records endorse the
letter of request/invitation to assigned staff.
None 5 minutes Records
Request for travel shall be forwarded to
the Admin. Unit for the preparation of Travel Authority and
booking of flights
None 5 minutes Assigned staff who will travel; Admin
Unit
For international
meetings requiring plane tickets, coordinate with
None 25 minutes Assigned staff who
will travel; Admin Unit; Staff
81
Admin Unit for the booking of flights.
Complete travel documents
Sent to the Budget, Accounting and Cash Unit for the processing of per diem for local travel and daily subsistence allowance for foreign travel.
None 20 minutes Assigned staff who will travel; Budget, Accounting and
Cash Unit,
Attendance to
meeting, conference, workshop etc.
None Depending on the
number of days required by the agency
Social Worker
Preparation and submission of
feedback report and liquidation of cash advance.
None 1 day Social Worker
82
Preparation and Submission of Reportorial Requirements
Step by step procedures in the preparation and submission of reportorial requirements
of ICAB to the various government agencies.
OFFICE OR DIVISION: Planning Development Unit
CLASSIFICATION: Highly Technical
TYPE OF TRANSACTION: Government to Government
WHO MAY AVAIL: Department of Budget and Management (DBM); AO25; DSWD; DAP; ARTA, COA, PCW
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
Memorandum Circulars Letter of Request
Department of Budget and Management (DBM); AO25; DSWD; DAP; ARTA, PCW
CLIENT
STEPS
AGENCY ACTIONS FEES
TO BE PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
Memorandum Circulars, Letter of
Request to submit the required
reports
Review and evaluate the communications
None 10 minutes PDO3
Prepare outline and
draft content of survey questionnaire, policy issues,
manual, SONA commitments, Accomplishment
Reports for GAD and Agency Accomplishment
Reports (Physical and Narrative), Cue Cards for Budget
Hearing
None 2 hours each
report
PDO3
83
Review existing data and references for inclusion in the
reports
None 1 hour PDO3
Submit to Division
Chief and Executive Director and/or Unit Head for review and
input.
None 1 hour Unit Heads and
Executive Director
Finalize and submit
survey questionnaire, policy issues, manual, SONA
commitments, Accomplishment Reports for GAD and
Agency Accomplishment Reports, Cue Cards
for Budget Hearing *Submission of
Reports have to be submitted on or before the deadline
set by the requesting agencies
None 30 minutes each
report
PDO 3
84
85
Receiving and Distribution of Communication or Documents from
External Sources
All communication and documents from external sources delivered through the postal office,
courier service, messengers or sent through electronic mail are received and recorded by the
designated personnel in the Records Unit before being distributed to concerned unit/office for
information and/or appropriate action.
OFFICE OR DIVISION: Record Unit
CLASSIFICATION: Simple
TYPE OF TRANSACTION: G2G-Government to Government; G2B-Government to Business; G2C- Government
to Citizens
WHO MAY AVAIL: All Government Agencies; Non-Government
Organizations (NGOs), All Partner Agencies – Public and Private (Central Authorities; Foreign Adoption Agencies)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES
None None
CLIENT STEPS
AGENCY ACTIONS FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Send or deliver
communication or documents through post
office, courier service, messengers or
by email
1. Receive
communication or documents from external sources
through email, courier service or messenger and
print those received by email
None 10 minutes Administrative
Assistant II
Secure the signed Receiving
Copy
2. Stamp date received and encode details of
the communication or documents in the
Incoming Tracking Sheet and Incoming Logbook
None 10 minutes Administrative Assistant II
3. Forward the communication or
None 5 minutes Administrative Assistant II/
86
documents to the Secretary of the Office of
Executive Director (OED).
OED Secretary
4. Forward the communication or documents to the
Executive Director
None 5 minutes OED Secretary
5. Review and
evaluate the communication or documents and
indicate instructions to the concerned
unit/office for appropriate action
None 30 minutes Executive
Director
6. Forward the communication and documents
with notation instruction of the Executive Director
to the Records Unit
None 10 minutes OED Secretary
7. Record notation and instructions of ED in the
Document Tracker for Incoming Communications
and Forward the documents to concerned Unit
Heads (FWU, CWU, SPU, RAU, PLAS, PDU,
ADMIN & FINANCE) for appropriate action
None 10 minutes Administrative Assistant II – Records Unit
87
Remittance of Taxes Withheld
Taxes withheld from employees and suppliers of goods and service for the month are
remitted to Bureau of Internal Revenue not later than the 10th day of the following month
through the BIR Electronic Filing and Payment System (e-FPS).
Office or Division: Accounting Unit
Classification: Complex
Type of
Transaction:
G2G - Government to Government
Who may avail: Bureau of Internal Revenue (BIR)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
None
CLIENT
STEPS AGENCY ACTIONS
FEES
TO BE
PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
1. Prepare working paper of taxes withheld for the month and forward to
Accountant III for review.
None 1 day Administrative
Assistant III
-Accounting
Unit
Receive the
taxes
withheld
through the
e-FPS.
2. Review the working
paper, then file/pay the taxes withheld through the e-FPS of the BIR and
forward the documents to Administrative Assistant III.
None 1 hour Accountant III
-Accounting
Unit
3. File and keep track of tax remittances and related documents.
None 15 minutes Administrative
Assistant III
-Accounting
Unit
88
Filing of Annual Tax Returns
Summary of taxes withheld for the current year are filed with the Bureau of Internal
Revenue not later than January 31st of the following year though the BIR e-FPS.
Office or Division: Accounting Unit
Classification: Simple
Type of Transaction: G2G - Government to Government
Who may avail: Bureau of Internal Revenue (BIR)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
None
CLIENT STEPS AGENCY ACTIONS
FEES
TO BE
PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
1. Gather and review
the working papers
of monthly tax
remittances.
None 2 hours Accountant III
Accounting Unit
Receive the
annual taxes filed
through the e-
FPS.
2. File the taxes
withheld through
the e-FPS for the
BIR.
None 2 hours Accountant III
Accounting
Unit
3. Forward the
filed/paid working
papers of annual
tax returns to
Administrative
Assistant II.
None 15 minutes Accountant III
-Accounting
Unit
4. Record and file the
annual tax returns
and other
documents.
None 15 minutes Administrative
Assistant III
-Accounting
Unit
89
Preparation and Submission of Cash Utilization Report
Monthly Cash Utilization Report is a report submitted to the Department of Social Welfare
and Development (DSWD) every 5th day of the following month. This report shows the
amount of disbursement for the month.
Office or Division: Cash Unit
Classification: Highly Technical
Type of Transaction: G2G – Government to Government
Who may avail: DSWD
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
None
CLIENT STEPS AGENCY ACTIONS
FEES
TO BE
PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
DSWD, as the
mother agency
requires ICAB to
submit the Cash
Utilization Report
monthly on or
before the 10th
day of the
following month.
1.Record all the
disbursements of
the agency in the
Checks and Advices
to Debit Account
Disbursement
Record.
None 2 hours
Administrative
Assistant
Cash Unit
2. Prepare the Report of Checks Issued and LDDAP-ADA Issued.
None 4 hours Administrative
Officer V
Cash Unit
3. Review the report
and affix signature.
None 5 minutes Administrative Officer V
Cash Unit
eMail the report. 4. Submit the report to DSWD Central
Office.
None 5 minutes Administrative Assistant
Cash Unit
90
Preparation and Submission of Monthly Report of Collections and
Deposits
All government agencies are required to prepare and submit monthly reports to Bureau
of the Treasury (BTr) not later than the 5th day of the following month.
Office or Division: Cash Unit
Classification: Highly Technical
Type of Transaction: G2G - Government to Government
Who may avail: Bureau of the Treasury (BTr)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
None
CLIENT STEPS AGENCY ACTIONS
FEES
TO BE
PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
DoF thru the
Bureau of the
Treasury (BTr), as
a regulatory
agency requires
ICAB to submit
the Monthly
Report of
Collections and
Deposits (MRCD).
1. Extract and
Prepare Financial
Information and
other data from
the Report of
Collections and
sign the reports.
None 1 day Administrative
Officer V
Cash Unit
2. Prepare
Transmittal Letter
and forward to
approving
officials.
None 15 minutes Administrative
Assistant
Cash Unit
3. Sign Transmittal
Letter.
None 30 minutes Executive
Director
Receive the
reports.
4. Submit all the
reports and
documents to BTr
NCR.
None 3 hours Administrative Assistant
Cash Unit
91
Processing of Payment of Claims for Delivered Goods and Services
The process includes the payment of water and electric power consumption, purchased
supplies, materials, and equipment, security, consultancy, manpower, and other
professional services, rentals of building and equipment, repairs and maintenance, venue
and hotel accommodations for trainings and seminars, general and other services.
Office or Division: Administrative Unit and Finance Units
Classification: Complex
Type of
Transaction:
G2B/G2G – Government to Business / Government to
Government
Who may avail: Suppliers of Goods and Services
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Disbursement Vouchers (4 Copies, duly
signed in Box A as per ICAB Delegation of
Authority)
Administrative Unit
Duly Signed/Approved Obligation Request and Status/ Budget Utilization Request and
Status
Budget Unit
Billing Statement/ Sales Invoice Supplier/Service Provider
Distribution List; Attendance Sheet; After Activity Report; Certification of Services
Rendered
End-User (Division/Office/Unit)
Inspection Report; Notice of Award
(Philgeps); Notice to Proceed; Notice of Award; Signed Purchase Order/ Contract; Signed Obligation Request; Complete BAC
Resolution; Abstract of Quotation/ Bids; Request for Quotation; Philgeps posting (Invitations); Documents from suppliers –
Philgeps Registration Number; Mayor’s Permit/ Business Permit; Income Tax Return/ Business Income
Return; Omnibus Sworn Statement; BIR COR (for Consultancy); APP (Highlighted);
BAC Secretariat
92
Approved Purchase Request; Approved
Project Proposal
CLIENT STEPS AGENCY ACTIONS
FEES
TO
BE
PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
Submit billing statements to ICAB
1. Receive the billing
statements
2. Verify and validate the
billing statements
received and gather all
the required and
necessary documents to
support the billing for
the preparation of the
Disbursement Voucher
(DV)
3. Forward the DV
together with the
complete supporting
documents to
Accounting Unit
4. Receive the DV, check
the computation and
verify the completeness
of the supporting
documents
5. Forward the DV to the
Budget Unit
6. Receive DV and
supporting documents
None
None
None
None
None
None
5 minutes
10 minutes
5 minutes
5 minutes
5 minutes
3 minutes
Records Unit or the Admin. Unit
Office Staff – Admin Unit
Office Staff-Admin. Unit
Admin. Asst. III-Accounting Unit
Office Staff-Accounting Unit
Admin Asst. III-Accounting Unit
Office Staff-Accounting Unit
Administrative Officer V
Budget Unit
93
and verify legality,
validity correctness and
completeness of
supporting documents
for issuance of
ORS/BURS
7.Record in the logbook and assign serial number in ORS/BURS based on the control log book
None 2 minutes Administrative Officer V Budget Unit
8. Check the claims as to
fund availability and
purpose.
None 5 minutes Administrative
Officer V Budget Unit
9. Encode the ORS/BURS
and indicate the proper
MFO/P/A/P, account
codes and amount in
the respective columns
and approve/sign the
document.
None 10 minutes
Administrative
Officer V Budget Unit
10. Forward the DV and
ORS/BURS including
supporting documents
to the Admin. Unit or
the Operations Unit for
signature
None 2 minutes
Administrative
Officer V Budget Unit
Admin. Officer
V-Admin. Unit
Division Chief –
Operations
Division
11.Forward the DV with signed ORS/BURS
from the Admin Unit or the Division Chief of the Operations Unit to the
Accounting Unit
None
5 minutes
Office Staff –
Admin.
Unit/Operations
Division
94
Office Staff-
Accounting Unit
12. Receive the DV and prepare BIR Tax Form,
if pplicable and submit DV for approval
None 5 minutes Office Staff-Accounting Unit
13. Receive and. Review DV, double check supporting documents and computations and assign DV number based on the excel file and data tracking system then Affix signature on Box C and on the BIR Forms 2306/2307, if applicable
None 5 minutes
Accountant III
Accounting Unit
14. Encode the signed DVs in the Accounting/ ICAB Data tracking system and forward to Office of Executive Director for approval.
None 15 minutes Administrative Assistant Accounting Unit
15. Receive and record
DVs with supporting
documents in the
logbook.
None 10 minutes Administrative
Assistant Office of the Executive
Director
16. Approve and sign DV on Box D.
None 1 hour Executive Director
17. Forward the signed DVs to FAD-Cash unit for preparation of check or LDDAP-ADA
None 5 minutes Administrative Assistant III-
Accounting Unit
95
18. Receive signed DV None 2 minutes Office Staff or Administrative
Assistant IV Cash Unit
19. Record Approved DVs
in the database for
Disbursement of
Checks and LDDAP –
ADA disbursement
Record
None 5 minutes Administrative Officer V Cash Unit
20. Prepare and sign
Check or LDDAP-ADA
/FinDES/BillerDES and
ACIC
None 4 hours Administrative
Officer V Cash Unit
21. Forward LDDAP-ADA
to Accounting Unit and
Check/ACIC to
approving official.
None 5 minutes Administrative
Assistant Cash Unit
22. Receive/record
LDDAP-ADA in the
Log-Book and
forward to Accountant
III.
None 5 minutes
Administrative Assistant
Accounting Unit
23. Sign LDDAP-ADA.
None 5 minutes Accountant III Accounting Unit
24. Forward signed LDDAP-ADA to approving official.
None 5 minutes Administrative Assistant Accounting Unit
25. Approve Check/ACIC and LDDAP- ADA.
None 1 hour Executive
Director
26. Forward signed
Check/LDDAP-ADA
/FinDES/BillerDES/
ACIC to Cash Unit.
None 5 minutes Administrative Assistant Office of
Executive
Director
96
27. Receive and record
approved and signed
Check/LDDAP-
ADA/FinDES/BillerDES
and ACIC.
None 5 minutes Administrative Assistant Cash Unit
28. Record transactions
into the Warrant
Register and encode
all DVs in the RCI and
LDDAP-ADA Issued.
None 15 minutes Administrative
Assistant Administrative Officer V
Cash Unit
29. Forward ACIC and
LDDAP-ADA to Land Bank of the Philippines.
None 2 hours Administrative
Assistant Cash Unit
Receive the
payment
through the
bank account.
30. Credit account of payees in the LDDAPADA through LBP. Inform the client or
Administrative Unit of
the check payment
available for release.
None 1 day (after
24 hours)
Administrative Assistant Cash Unit
Receive the
check and issue
Official Receipt.
31. Issue check to concerned payee or authorized
representative.
None 5 minutes Administrative
Assistant
Cash Unit
Issuance of BIR
Forms for taxes
withheld.
32. Issue BIR Forms
2306/2307.
None 5 minutes Administrative Assistant
Cash Unit
97
Preparation and Submission of the Annual Agency Budget Proposal The Philippine government requires all national government agencies to prepare and submit an annual agency budget proposal pursuant to the requirements of the yearly National Budget Memorandum issued by the Department of Budget and Management.
Article VI, Section 29 of the Philippine Constitution states that, “No money shall be paid by the Treasury except in pursuance of an appropriation made by law.” The annual agency budget proposal shall be submitted in accordance with the annual budget
calendar of the DBM.
Office or Division Budget Unit
Classification Highly Technical
Type of Transaction G2G – Government to Government
Who May Avail Department of Budget and Management (DBM)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
National Budget Call Department of Budget and Management
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Issue Budget Call through a
Budget Memo. Circular.
1. Attend budget forum and secure
for a copy of the Budget Call.
None 6 Hours Administrative Officer V-
Budget Unit
Receive copy of the report through OSBP
Receive the
OSBP generated hard
2. Prepare, encode and submit thru the Online
Submission of Budget Proposal (OSBP) using
Budget Preparation (BP) Forms 201- A, B,
C, and D the prior year’s obligations for Personnel
Services (PS), Maintenance and Other Operating
Expenses (MOOE), Financial
Expenses (FE) and Capital Outlay (CO).
None 4 Hours Administrative Officer V – Budget Unit
Executive Director III
98
copy of the report
Submit one (1) hard copy of the report to the
DBM.
3. Coordinate with
the DBM on the TIER 1 Budget Ceiling
None 1 Day Administrative
Officer V – Budget Unit
4. Attend planning workshop for the
preparation of the tentative Work and Financial
Plan on the proposed Programs,
Activities and Projects (PAPs) for the
succeeding year
None 3 Days Administrative Officer V –
Budget Unit PDO III
Division Chief & Unit Heads of
Operations
5. Prepare TIER 2
Proposals on PAPs not considered in
TIER 1 level
None 1 Day Administrative
Officer V – Budget Unit
PDO III
6. Consolidate,
review, and prepare TIER 1 and TIER 2 budget proposal
None 3 Days Administrative
Officer V – Budget Unit
Receive the agency budget
proposal through the OSBP
7. Encode and submit the
budget proposal using the prescribed
Budget Preparation (BP) Forms through
the On Line Submission of Budget Proposal
(OSBP) to the DBM
None 3 Days Administrative Officer V –
Budget Unit
99
8. Print, sign and approve three (3) hard copies
of the online generated budget proposal
None 1 Day Administrative Officer V – Budget Unit
Accountant III
PDO III Executive
Director III
Receive two (2)
hard copies of the agency budget
proposal
9. Submit two (2)
hard copies of the approved online generated
budget proposal to the DBM
None 1 Day Administrative
Officer V – Budget Unit
Office Staff
100
Preparation and Submission of Budget Execution Documents
All government agencies shall submit three (3) Budget Execution Documents (BEDs). These documents are as follows: BED 1 – Financial Plan, BED 2 – Physical Plan, and
BED 3 – Monthly Disbursements Program (MDP). Budget Execution Documents are prepared upon the approval and release of the National Expenditure Program (NEP) pertaining to the proposed budget for the following year. BED 1 or Financial Plan is
prepared based on the approved budget reflected in the NEP, BED 2 or Physical Plan pertains to the performance indicators and targets the agency plans to achieve based on the approved budget, and BED 3 or the Monthly Disbursements Program is prepared
based on the scheduled implementation of the proposed agency programs, activities, and projects as well as the scheduled payment of procured goods and services. BEDs are
required to be submitted to the DBM on or before November 15 of the current year.
Office or Division Budget Unit
Classification Highly Technical
Type of Transaction G2G – Government to Government
Who May Avail Department of Budget and Management (DBM)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
National Expenditure Program
Department of Budget and Management
CLIENT STEPS
AGENCY ACTIONS FEES TO BE
PAID
PROCESSING TIME
RESPONSIBLE PERSON
Issuance of the
DBM Circular Letter indicating the
guidelines in the preparation and the timeline
in the submission of the Budget
Execution Documents (BEDs)
1.Preparation of the
work and financial plan based on the approved budget
pertaining to the following year
None 5 Days Division Chief –
Operations and Unit Heads in consultation with
the Administrative Officer V-Budget
Unit
2. Preparation of the schedule of agency
activities and the procurement plan
None 1 Day Division Chief – Operations
Unit Heads
101
3. Preparation of BEDs
BED 1- Financial Plan BED 3 - MDP
BED 2 – Physical Plan
None
1 Day
Administrative Officer V – Budget Unit
PDO III
Receive BEDs through the URS
4. Encode and submit the BEDs using the Unified Reporting
System (URS) of the DBM
None
3 Days Administrative Officer V – Budget Unit
PDO III
5. Print, sign and approve two (2) hard copies of the URS
generated BEDs
None
1 Day Administrative Officer V – Budget Unit
PDO III
Executive Director III
Receive one (1) hard copy of the URS
generated BEDs
6. Submit one (1) hard copy of the approved/signed URS
generated BEDs
None
1 Day Administrative Officer V – Budget Unit
Office Staff
102
Preparation and Submission of Quarterly Budget and Financial Accountability Report (FAR)
The Philippine government requires all government agencies in the Executive Branch to
prepare and submit monthly and quarterly Financial Accountability Reports for fund monitoring purposes. These accountability reports show the agency’s updated appropriation, allotment, obligation and disbursements on a monthly and quarterly basis
during the year. The Budget Unit is required to submit FAR 1, FAR 1-A and FAR 1-B on a quarterly basis while the Accounting Unit is required to submit FAR 4 on a monthly basis and FAR 5 on a quarterly basis. The Financial Accountability Reports are submitted for
transparency, accountability and decision making purposes.
Office or Division Budget Unit
Classification Complex
Type of Transaction G2G – Government to Government
Who May Avail Department of Budget and Management (DBM) Commission on Audit (COA)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Budget Circular Department of Budget and Management
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Issue DBM
Circular prescribing the guidelines and
timeline in the preparation and submission of
the Financial Accountability Report (FAR)
1. Issue Request for
Obligation Slip (ObRS) for every Disbursement
Vouchers (DV), Purchase Orders (PO) and
Contracts in process on a daily basis
None 10 Minutes/
DV, PO and Contract
Administrative
Officer V – Budget Unit
2. Sign and approve ObRS
None 30 Minutes Administrative Officer V –
Budget Unit Administrative
Officer V – Admin. Unit
Division Chief – Operations Div.
103
3. Maintain Registry of Allotment, Obligation, and
Disbursements (RAOD) and Registry of
Budget Utilization and Disbursement
(RBUD) for Personnel Services, MOOE,
and Capital Outlay per expense
classification and per Program, Activities and
Projects on a monthly basis
None 2 Hours per week
Administrative Officer V – Budget Unit
4. Posting of obligated allotment in the
RAOD and RBUD on a monthly basis
None 2 Hours per week
Administrative Officer V – Budget Unit
5. Prepare monthly Statement of
Allotment, Obligation, and Balances (SAOB)
None 2 Hours Administrative Officer V –
Budget Unit
6. Consolidation of monthly SAOB on
a quarterly basis
None 3 Hours Administrative Officer V –
Budget Unit
7. Encode the
allotment received and the total quarterly
obligated allotment and disbursements
using the Unified Reporting
None 8 Hours Administrative
Officer V – Budget Unit
104
System (URS) of the DBM
Receive the on line submission of the FAR
8. Submit online FAR 1, FAR 1-A and FAR 1-B
through URS to DBM
None 1 Hour Administrative Officer V – Budget Unit
9. Print, sign and approve four (4) hard copies of the
URS generated FARs
None 2 Hours Administrative Officer V – Budget Unit
Executive Director
Accountant III
Receive hard copies of the URS generated
FARs
10. Submit hard copies of the URS generated
FARs to DBM and COA
None 1 Day Administrative Officer V – Budget Unit
Office Staff
105
Filling-up a Vacant Position
Office or Division: Administrative Unit
Classification: Highly Technical
Type of Transaction: G2C – Government to Citizen G2G – Government to Government
Who may avail: All interested Filipino applicants Office/Unit where the vacancy exists
CHECKLIST OF REQUIREMENT WHERE TO SECURE
For Applicants:
Application letter addressed to the ICAB
Executive Director
Applicant
Duly accomplished Personal Data Sheet (PDS) (CS Form No. 212, Revised 2017) with recent passport-
sized picture and CS Form No. 212 Attachment-Work Experience Sheet
Civil Service Commission Website (www.csc.gov.ph)
Authenticated Copy of Certificate of Eligibility/Rating/License
Civil Service Commission Website (www.csc.gov.ph)
Certificate of relevant trainings and
seminars attended (to be submitted upon schedule of exam and interview)
Accredited learning and development
institutions
Copy of duly signed Individual Performance Commitment Review (IPCR)
HR/Personnel Office
Photocopy of Transcript of Records Department of Education (DepED),
Commission on Higher Education (CHED) recognized institution, college or university
For Hiring Unit:
Duly Approved Authority to Hire Head of Agency
Updated Job Description Hiring Unit
Exam questionnaire Hiring Unit
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSI
BLE
106
Unit where vacancy
exists – submit the duly approved authority to hire
1. Received the
authority to hire and check for
completeness of information
None 5 minutes HRMPSB /
Administrative Unit
2. Prepare notice of vacancy
and Request for Publication in the CSC,
DSWD and ICAB Website and bulletin
boards
None 1 hour HRMPSB / Administrati
ve Unit
3. Post and publish vacancy
None 10 calendar days
CSC Regional / Field Office, ICAB
Website and premises
Applicant – submit
application letter and other required documents
4. Received the
application letter and other
documents and inspect for completeness
None 5 minutes HRMPSB /
Administrative Unit
5. Assess and
evaluate applications vis-à-vis the
qualification standards of the vacant
position
None 5 days HRMPSB /
Administrative Unit
6. Call up shortlisted applicants for
None 1 day HRMPSB /
Administrati
ve Unit
107
exam and
interview
7. Administer exam and conduct
background investigation
None 3 days HRMPSB /
Administrati
ve Unit
8. Prepare and send regret
letter to applicants not included in the
shortlist
None 1 day HRMPSB /
Administrati
ve Unit
9. Check answer sheets and consolidate exam results
None 4 hours HRMPSB / Administrative Unit
10. Conduct
interview and deliberation of shortlisted
applicants
None 2 days HRMPSB
Chairperson and Members
11. Prepare Minutes of the Meeting of the
deliberation and recommend
result of evaluation of applicants to
the Head of Agency and Appointing
Authority for final selection and approval
None 1 day HRMPSB Chairperson and
Members
12.Approve
resolution
None Depends on
the availability of the
Appointing
Authority / Head of Agency
108
Appointing
Authority
13.Inform selected candidate to
submit requirements. Prepare &
send regret letter to candidate not
selected
None 2 hours HRMPSB / Administrative Unit
Applicant – submit documentary requirement to
support appointment
14. Receive documentary requirements
for appointment and inspect for authenticity
and completeness
None 1 hour HRMPSB / Administrative Unit
15. Prepare appointment
documents of selected candidate and
affix signature on all documents
- Appointment Transmittal and Action Form (CS Form No.
1, Revised 2017) (electronic file
stored in USB or sent thru email plus 2
printed copies)
None 1 hour Administrative Officer V
– Administrative Unit
109
- Appointment Form (CS Form NO. 33-A, Revised 2017)
- Personal Data Sheet (PDS)
- Original copy of the
authenticated certificate of eligibility
- Position Description Form (DBM-
CSC Form No. 1, Revised 2017)
- Oath of Office (CS Form No.
32, Revised 2017)
- Certification of Assumption to Duty (CS Form
No. 4, s. 2017)
16. Issue appointment
None Depends on the availability of the
Appointing Authority
Appointing Authority / Head of
Agency
17. Furnish appointee with
the approved appointment papers and
advise to assume the position
None 1 day Administrative Officer V
– Administrative Unit
Applicant – Assume
the Position
18. Post List of
Newly Hired/Promoted Employees
None 2 hours Administrati
ve Officer V –
110
Administrati
ve Unit
19. Submit appointment to CSC for
validation and attestation (within 30 days
from issuance of appointment)
None 4 hours Administrative Officer V –
Administrative Unit
111
112
Request and Retrieval of Files, Documents and Records
Request for retrieval of files, documents and records from the Operations, Admin and
Finance
Office or Division: Records Unit
Classification Simple
Type of
Transaction:
G2G – Government to Government
Who may avail: ICAB Officials and Employees
CHECKLIST OF
REQUIREMENTS WHERE TO SECURE
None None
CLIENT STEPS
AGENCY ACTION
FEES
TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Fill up Requisition Slip
1. Receive and review requisition slip and evaluate if the
personnel is allowed to receive the documents, files or
records, especially for confidential adoption records
None 5 minutes Administrative Assistant / Document
Custodian
2. Locate and retrieve the documents, files
or records
None 5 minutes (for Active
Files)
1 hour
(for Old Records or Closed Files
as it will be retrieved in the Storage /
Archives)
Administrative Assistant /
Document Custodian
3. Certify the document
as certified true copy or as controlled copy (if requested)
None 10 minutes Records Officer
/ Document Controller
Sign the Borrower’s
4. Endorse the borrowed document,
None 5 minutes Administrative Assistant/
113
Card and receive the document,
file or records
files or records to the requestor.
Document Custodian
5. File the Requisition
Slip and Borrower’s Card
None 5 minutes Administrative
Assistant/ Document Custodian
Return the document,
files or records and sign the
Borrower’s Card
6. Receive the borrowed document, files or
records and check the physical condition of the file or records
None 10 minutes Administrative Assistant/
Document Custodian
7. Fill up the Requisition Slip and the Borrower’s Card
indicating the date the files or records was returned
None 5 minutes Administrative Assistant/ Document
Custodian
8. Return and restore the files or records on
the filing cabinets or compactors in the storage area
None 20 minutes Administrative Assistant/
Document Custodian
Issuance of Official Receipt and Deposit of Collection
114
All government agencies are required to issue official receipts and to deposit the collections to the Bureau of the Treasury. The ICAB issues Official receipts for collections in the form of cash and checks directly from Prospective Adoptive Parents (PAPs) or
through the Foreign Adoption Agencies (FAAs) received through mail including unused cash advances issued to ICAB officials and employees (who have been designated as Regular or Special Disbursing Officers). Official receipts are issued for other
miscellaneous receipts such as payment of bidding documents, proceeds on sale of f ixed assets and the like.
Office or Division: Cash Unit
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: Records Unit, ICAB Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Order of Payment FAD - Accounting Unit
CLIENT STEPS AGENCY ACTIONS
FEES
TO BE
PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
Submit Order of Payment to Cash Unit together with check ($/P) or the cash amount in exchange for Official Receipt.
1. Receive the Order of Payment together with the
check ($/P) or cash amount, prepare and issue
Official Receipt.
None
10 Minutes
Administrative Assistant Cash Unit
2. Record the transaction in the Cash Receipts
Register and Report of Collections and
Deposits.
None 5 Minutes Administrative Assistant Cash Unit
3. Prepare
transmittal letter to the BTr for Dollar Collections
None 5 minutes Administrative
Assistant Cash Unit
4. Prepare Deposit Slipsand List of
Collections for Peso collections.
None 10 Minutes Administrative Officer V
Cash Unit
115
5. Deposit the collection to the account of Bureau
of the Treasury maintained in Land Bank of the
Philippines (LBP) East Ave. Br.
None 2 hours Administrative Assistant
Cash Unit
6. Remit Dollar Collections to the BTr – National
Collection Accounting Division
None 3 hours Administrative Assistant
Cash Unit
Liquidation of Cash Advance
Cash advances are granted to ICAB officials and employees who are designated as
Special Disbursing Officers (SDOs) in the conduct of various activities, programs or
116
projects. It is required under government rules and regulations that cash advances must
be liquidated immediately after the purpose for which has been used. Any excess amount
is refunded, duly receipted, and deposited to the Bureau of the Treasury.
Office or Division: Cash Unit
Classification: Complex
Type of Transaction: G2G - Government to Government
Who may avail: ICAB Officials and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Cash Disbursement Record Concerned Official/Employee
Duly signed Liquidation Report Concerned Official/Employee
Duly signed Report of Disbursement Concerned Official/Employees
Approved Summary of Expenses; Approved Project Proposal, Approved PR/IAA/CEP, Official Receipts,
Attendance, Highlights/Minutes of the Training/Meeting, Canvass of 3 suppliers (for P1,000.00 and above), Certificate of Expenses not Requiring Official Receipt, Payroll, and other pertinent documents supporting the expenses incurred
Concerned Official/Employee
CLIENT STEPS AGENCY ACTIONS
FEES
TO BE
PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
Record
Disbursements in
the Cash
Disbursement
Log Book
1. Prepare Summary
of Expenses and
Report of
Disbursement or
Liquidation Report
None 1 hour Special Disbursing
Officer Cash Unit
Submit the Report
of Disbursement
or Liquidation
Report together
with the Payroll or
Approved
Summary of
Expenses and all
supporting
2. Receive the Report
of Disbursement or
Liquidation Report
and all the
supporting
documents.
None 5 minutes Administrative Assistant
Accounting Unit
117
documents to
Accounting Unit.
3. Record the documents received in the DTS and forward to Administrative Officer II.
None 15 minutes Administrative Assistant
Accounting Unit
4. Review the
supporting
documents,
prepare and print
Order of Payment,
for any amount to
be refunded, affix
initial, and forward
to Accountant for
final review.
None 2 days Administrative Assistant
Accounting Unit
5. Review and sign
the documents and
Order of Payment, if
any.
None 1 day Accountant III
Accounting Unit
6. Forward the Order of Payment to the Cash
Unit for collection
from the concerned
employee.
None 10 minutes Administrative
Assistant
Accounting Unit
7. Inform the
concerned
employee on the
approval of
liquidation and
None 10 minutes Administrative
Assistant
Accounting Unit
118
amount for refund
to Cash Unit, if any.
119
Preparation and Submission of Financial Reports All government agencies are required to prepare and submit monthly/quarterly financial
reports to Commission on Audit (COA) not later than the 10th day of the following month. For year-end reports, the deadline is on the 2nd Week of February of the following year
considering the other adjustments needed for the closing of books.
Office or Division: Accounting Unit
Classification: Highly Technical
Type of Transaction: G2G - Government to Government
Who may avail: Commission on Audit (COA)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
None
CLIENT
STEPS AGENCY ACTIONS
FEES
TO BE
PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
1. Prepare and encode in
General Ledger in excel file the Journal Entry Vouchers (JEVs) for the recording of NCA Received, Office
Supplies Used, Remittance of Tax withheld, and other transactions needed for the month like adjusting entries,
receipt of office supplies from procurement, etc.
None 1 hour Accountant III-
Accounting Unit
2. Prepare and Submit to the Accountant the
Disbursement Journals (ADA and Checks) issued for the month
based on the summary of Disbursement submitted to the
Accounting by the Cash Unit on or before
None 4 hours Admin
Assistant III-
Accounting
Unit
120
5th day of the following
month
3. Prepare and Submit to
the Accountant the Cash and Checks Receipt Journal based
on the Reports of Cash and Checks Received by the Cash Unit on or
before 5th day of the following month
None 1 hour Admin
Assistant III-
Accounting
Unit
4. Check and Verified the
Disbursement, Cash and Checks Journals.
None 1 hour Accountant III-
Accounting Unit
5. Encode in the General Ledger in
excel file the summary of entry from the Journals.
None 1 hour Accountant III
-Accounting
Unit
6. Encode the Liquidation Reports (LR) received from
the SDO/Employees if there’s any.
None 30 minutes Accountant III
-Accounting
Unit
7. A monthly trial balance will be created based on the ending balance
of all accounts in the General Ledger.
None 10 minutes Accountant III
-Accounting
Unit
8. Financial Reports (Statement of Financial Position, Statement of
Financial Performance, etc.) will be made quarterly.
None 2 hours Accountant III
-Accounting
Unit
9. Submit all the reports and documents to COA Resident Auditor.
None 30 minutes Administrative
Assistant III
-Accounting
Unit
121
Preparation and Submission of Monthly Report of Checks Issued and Monthly
Report of Collections and Deposits
All government agencies are required to prepare and submit monthly reports to the
Commission on Audit (COA) not later than the 10th day of the following month.
Office or Division: Cash Unit
Classification: Technical
Type of Transaction: G2G - Government to Government
Who may avail: Commission on Audit through ICAB’s Accounting Unit
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
None
CLIENT STEPS AGENCY ACTIONS
FEES
TO BE
PAID
PROCESSING
TIME
PERSON
RESPONSIBLE
COA, as a
regulatory agency
requires ICAB to
submit the
Monthly Report of
Checks Issued,
Report of ADA
Issued, Report of
Collections and
Deposits on or
before the 5th day
of the following
month to the
Accounting Unit.
1. Extract Financial
Information and
other data from the
Summary of
Checks and Advice
to Debit Account
Disbursement
Record; and Report
of Collections
Logbook.
None 2 days Administrative Officer V
Cash Unit
2. Prepare Financial
Reports.
None 2 days Administrative
Officer V Cash Unit
3. Sign Reports. None 30 minutes Administrative Officer V Cash Unit
122
4. Collate/File Financial
Documents
None 4 hours Administrative Assistant Cash Unit
Receive the
reports.
5. Submit all the
reports and
documents to
Accounting Unit.
None 1 hour Administrative Assistant Accounting Unit
123
Issuance of Requests for Certificate of Employment and
Other Personnel Records
Office or Division: Administrative Unit
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: ICAB Officials and Employees
CHECKLIST OF REQUIREMENT WHERE TO SECURE
Log requests at the official logbook Administrative Unit
For Separated Officials and Employees:
Duly signed clearance from money,
property and work-related accountabilities
Administrative Unit
For Authorized Representative:
Authorization Letter, valid ID Administrative Unit
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBL
E
Log requests at the official logbooks
1. Check the requests for completeness
of information
None 2 minutes Administrative Officer V – Administrative
Unit
2. Retrieve the 201 or the Service
Record file.
None 5 minutes Administrative Officer V – Administrative
Unit
3. Prepare and print the documents
being requested
None 5 minutes Administrative Officer V – Administrative
Unit
4. Sign Certification or
the documents requested
None 10 minutes Administrative Officer V –
Administrative Unit
124
5. Inform the
requesting party that the document is
available
None 3 minutes Administrative
Officer V – Administrative Unit
Claim/receive the certification or documents
requested and acknowledge receipt by signing in the
duplicate/receiving copy
6. File the duplicate / receiving copy
in the employee 201 file
None 2 minutes Administrative Officer V – Administrative
Unit
125
Issuance of Common Office Supplies (On Stock)
Office or Division: Administrative Unit
Classification: Simple
Type of Transaction: G2G – Government to Government
Who may avail: All ICAB Units and Employees
CHECKLIST OF REQUIREMENT WHERE TO SECURE
Duly Signed/Approved Requisition and Issue Slip (RIS)
Requesting ICAB Unit
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submit Requisition
and Issue Slip (RIS) to the Administrative Unit (AU)
1. Received and
check correctness of RIS as to
prescribed format and completeness
of information
None 2 minutes Administrative
Assistant IV (Property Custodian) –
Administrative Unit
2. Determine availability of requisitioned
items. If not available, returns RIS to
requesting unit/employee to replace RIS
with Purchase Request (PR).
None 5 minutes Administrative Assistant IV (Property
Custodian) – Administrative Unit
3. Update the corresponding
stock cards.
None
5 minutes
Administrative Assistant IV
(Property Custodian) – Administrative
Unit
Inspect issued items if in conformity with RIS, signs “Received
Issue the requested
Administrative Assistant IV (Property
126
by” portion and return
RIS to the AU-Property Custodian
supplies and
materials
4. File RIS for
recording purposes, basis for
updating inventory monitoring
sheet and for the preparation of monthly report
to be submitted to the Accounting
Unit
None
30 minutes
Custodian) –
Administrative Unit
127
Processing of Requests for Procurement of Goods and Services
(Day-To-Day Procurement)
Office or Division: Administrative Unit
Classification: Technical
Type of Transaction: G2G – Government to Government
Who may avail: ICAB Units / Office
CHECKLIST OF REQUIREMENT WHERE TO SECURE
Approved Purchase Request Originating Unit / Officer
Approved Project Proposal Originating Unit / Officer
Technical Specifications and Schedule of Requirements
Originating Unit / Officer
Annual Procurement Plan / PPMP Originating Unit / Officer
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submit Purchase
Request (PR) with complete specifications of
items requested, Project Proposal, if applicable
1. Receive PR and
supporting documents, index the PR
and assign PR number.
None 10 minutes Administrative
Officer V – Administrative Unit
6. Sign the
“Certified” portion of the PR
Signature for Funds Availability
Approval of the PR by the Head of
the agency
None
None
None
10 minutes
15 minutes
15 minutes
Administrative
Officer V – Administrative Unit
Admin Officer V-Budget Unit
Executive Director
3. Prepare Request for
None 5 minutes Administrative Officer V –
128
Quotations
(RFQs - 3 copies)
Administrative
Unit
4. RFQs for distribution to
suppliers or send via email
None 3 days Administrative Assistant V –
Administrative Unit
Submission of RFQs from suppliers
5. Preparation of Abstract of
Canvass (AOC) after receipt of the RFQs
None 30 minutes Administrative Officer V –
Administrative Unit
6. Prepare Petty
Cash Voucher (PCV) after determining which supplier
to buy the items requested.
None 1 day Administrative
Assistant V – Administrative Unit
7. Purchase items None 2 days Administrative Assistant V –
Administrative Unit
8. Inspection – prepare
Inspection and Acceptance Report (IAR)
None 1 hour Administrative Officer V –
Administrative Unit
Inspection Committee
Acceptance of the requested items
9. Release of the requested
items
None 15 minutes Administrative Officer V –
Administrative Unit – for signature
End User
Sign PAR or ICS
10.Prepare Property
Acknowledgem
None 30 minutes Administrative Assistant IV
(Property
129
ent Receipt
(PAR) for equipment and Inventory
Custodian Slip (ICS) for issued SEI.
Custodian) –
Administrative Unit
Receive a copy of
PAR or ICS
11.Release SEI /
Property and sign the ICS/ PAR
None 10 minutes Administrative
Assistant IV (Property Custodian) –
Administrative Unit
Requesting Unit/Employee
12.Receive/file the signed PAR/ICS as
basis for updating the PPE or semi-
expendable inventory sheet
None 3 minutes Administrative Assistant IV (Property
Custodian) – Administrative Unit
13. Prepare Summary of
Expenses and Receipts
Liquidation/ Replenishment/ Reimbursement
None 30 minutes Administrative Assistant V –
Administrative Unit
Accounting Unit
130
Leave Administration
Office or Division: Administrative Unit
Classification: Technical
Type of Transaction: G2G – Government to Government
Who may avail: ICAB Officials and Employees
CHECKLIST OF REQUIREMENT WHERE TO SECURE
Application for Leave Form (CS Form No. 6, Revised 1998)
Administrative Unit
Application for Sick Leave Filed in advance, exceeding 5 days or half-
day sick leave:
Medical Certificate Government/private physician
Application for leave for 30 calendar days or more:
Clearance from money, property and work-related accountabilities (CS Form
No. 7, series of 2017)
Administrative Unit
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submit duly accomplished
Application for Leave form and supporting documents, if
applicable
1. Received the application for
leave and check for completeness
of information
None 5 minutes Administrative Assistant IV –
Administrative Unit
2. Retrieve the employee leave card,
process leave application as to kind, nature
and propriety and certifies leave credit
balance and record leave application in
None 5 minutes Administrative Assistant IV – Administrative
Unit
131
the employee
leave card.
3. Return the leave application
with certification of leave credits
to the employee
None 2 minutes Administrative Assistant IV – Administrative
Unit
Submit application for leave to the
immediate supervisor for approval
4. Review, recommend
approval/disapproval of leave application
None 30 minutes Head of unit concerned
Submit application for leave to the
Executive Director for approval
4. Approve / Disapprove
leave application
None 30 minutes Executive Director
Furnish copy of leave application duly
signed by the Executive Director to the Administrative
Unit
5. Received duly approved
leave application and keep copy
for 201 file
None 5 minutes Administrative Assistant IV –
Administrative Unit