NATIONAL TRANSMISSION CORPORATION · rmsg-hrad-hrmdd-pf: provident fund’s issuance of certificate of equity contribution 163 rmsg-hrad-hrmdd-pf: provident fund’s issuance of certificate

NATIONAL TRANSMISSION

CORPORATION

CITIZEN’S CHARTER

2019 (4th Edition)

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NATIONAL TRANSMISSION

CORPORATION

CITIZEN’S CHARTER

2019 (4th Edition)

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I. Mandate:

As owner of the transmission assets, the new TransCo is mandated with five key responsibilities:

Protect national government’s interests by ensuring NGCP’s compliance with the terms and conditions of the Concession Agreement and the policies of the Department of Energy;

Handle all existing cases, including right-of-way and claims which accrued prior to the turnover date (January 15, 2009);

Divest remaining sub-transmission assets to technically and financially qualified electric distributors nationwide;

Undertake the operation, maintenance, consultancy and other technical services for the Philippine Economic Zone Authority (PEZA); and

Administer the Feed-in-Tariff Allowance Fund for renewable energy generators.

II. Vision:

We are a highly valued and essential pillar of the power industry. We embody excellence, professionalism and integrity in carrying out our mandated roles and responsibilities in partnership with all stakeholders

III. Mission:

As the owner of the nation’s power transmission assets, we protect the interest of the Filipino people by overseeing the proper operation, maintenance, upgrading and expansion of the transmission system by the concessionaire, thereby contributing to the delivery of quality and reliable electricity to consumers.

IV. Service Pledge:

We, the officials and employees of the National Transmission Corporation (TRANSCO),

commit to:

T – reat each customer fairly;

R –espect all clients and provide good service;

A- ct promptly on all letters and requests;

N- urture good public relations with the customers;

S- erve the clients efficiently

C- reate a customer friendly environment; and

O- bserve strictly the laws, rules and regulations of the national government and the corporation.

TRANSCO’S PROFILE

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Head Office

External Services

SERVICE NAME Page

Number

RMSG-ARMPMD: VALIDATION OF DOCUMENTS FOR REAL PROPERTY TAX (RPT) ASSESSMENTS

12

RMSG-ARMPMD: REQUEST FOR PAYMENT OF REAL PROPERTY TAXES (RPT) 14

RMSG-HRAD-GSD: RECEIVING, RECORDING AND FORWARDING OF INCOMING AND OUTGOING COMMUNICATIONS

15

RMSG-HRAD-HRMDD: APPLICATION FOR STUDENT TRAINEESHIP 16

RMSG-HRAD-HRMDD: ISSUANCE OF CERTIFICATE OF REMITTANCES FOR FORMER EMPLOYEES

19

RMSG-HRAD-HRMDD: PROCESSING OF TERMINAL LEAVE BENEFITS 21

RMSG-HRAD-PMD: APPLICATION TO APPLY FOR ELIGIBILITY AND TO BID 23

RMSG-HRAD-PMD: ISSUANCE OF PURCHASE ORDER (PO)/CONTRACT 25

RMSG-FSD-FPTD: ACCEPTANCE OF PAYMENT 27

RMSG-FSD-FPTD: RELEASING OF CHECK PAYMENT - SUPPLIERS AND CONTRACTORS 29

RMSG-FSD-FPTD: RELEASING OF CHECK PAYMENT - LANDOWNERS/ROW CLAIMANTS 31

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 1: DEMAND LETTER FOR JUST COMPENSATION

33

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 2: VALIDATION OF SUBMITTED DOCUMENTS AND DATA GATHERING

35

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 3: DETERMINATION OF PROJECT LOCATION & AREA FOR VERIFICATION AND CONFIRMATION SURVEY

37

LIST OF SERVICES

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SERVICE NAME Page

Number

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 4: ESTABLISHMENT OF LAND VALUATION & ESTIMATE OF BUDGETARY REQUIREMENTS

39

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 5: PREPARATION, VERIFICATION & APPROVAL OF VALIDATION REPORT

41

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 6: NEGOTIATE PAYMENTS WITH PROJECT AFFECTED PERSON

42

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 7: REJECTION OF LETTER OFFER

43

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 8: ACCEPTANCE OF OFFER AND PROCESSING FOR PAYMENT OF JUST COMPENSATION

44

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 9: PROCESSING FOR THE ASSESSMENT AND PAYMENT OF TAXES

46

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 10: PROCESSING OF ISSUANCE OF CERTIFICATE AUTHORIZING REGISTRATION (CAR)

48

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 11: PROCESSING FOR THE ASSESSMENT AND PAYMENT OF REGISTRATION OF SALE

50

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 12: PROCESSING FOR THE REGISTRATION OF SALE

52

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 13: PROCESSING OF THE ISSUANCE OF NEW TAX DECLARATION IN THE NAME OF TRANSCO

54

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 14: PROCESSING OF FINAL PAYMENT

56

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU NEGOTIATED SALE PHASE 15: RELEASE OF FINAL PAYMENT OF JUST COMPENSATION

58

ROWLG-ROWMD: ROW PROCESS FOR CANCELLATION OF NATIONAL POWER CORPORATION (NPC)/ NATIONAL TRANSMISSION CORPORATION (TRANSCO) RIGHT-OF-WAY ANNOTATIONS

59

ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF RIGHT-OF-WAY DOCUMENTS 61

ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF TOWER RELOCATION 63

LIST OF SERVICES

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SERVICE NAME Page

Number

ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF PROPERTY SEGREGATION AND APPROVAL OF THE DEED OF PARTITION

65

ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF REIMBURSEMENT OF PERSONAL EXPENSES INCURRED IN TRANSFERRING OF CERTIFICATE OF TITLE IN THE NAME OF NATIONAL TRANSMISSION CORPORATION (TRANSCO)

67

ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF PROPERTY SUBDIVISION/ SEGREGATION/ CONSOLIDATION OF SUBSTATION AND OTHER RELATED FACILITIES

69

ROWLG-ROWMD: ROW PROCESS TO ENTER INTO A COMPROMISE AGREEMENT PHASE 1: REQUEST FOR VALIDATION OF COMPROMISE AGREEMENT

71

ROWLG-ROWMD: ROW PROCESS TO ENTER INTO A COMPROMISE AGREEMENT PHASE 2: PROCESSING FOR PAYMENT OF JUST COMPENSATION

72

TMG-SMD: DIVESTMENT OF SUB-TRANSMISSION ASSETS (STAS) 73

TMG-RAD-FFAD: EVALUATION/VALIDATION AND PROCESSING OF REVENUE CLAIMS OF FIT-ELIGIBLE RE DEVELOPERS

78

TMG-RAD-FFAD: EXECUTION OF THE RENEWABLE ENERGY PAYMENT AGREEMENT (REPA) BETWEEN TRANSCO AND FIT-ELIGIBLE RENEWABLE ENERGY DEVELOPER

81

TMG-UMD-AFAB: ELECTRIC POWER SERVICE CONNECTION 88

TMG-UMD-AFAB: PAYMENT OF POWER BILLS 90

LIST OF SERVICES

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Head Office

Internal Services

SERVICE NAME PAGE

NUMBER

OCS: ISSUANCE OF CERTIFIED COPIES OF BOARD RESOLUTIONS, BOARD INSTRUCTIONS, AND EXCERPTS OF THE MINUTES OF THE MEETINGS

92

OP-PSDD-CISITD: IS SUPPORT 94

OP-PSDD-CISITD: IT SUPPORT 96

RMSG-FSD-FPTD: PROCESSING OF PAYMENT THRU ISSUANCE OF CORPORATE CHECK

97

RMSG-FSD-FPTD: PROCESSING OF PAYMENT THRU ISSUANCE OF MANAGER’S CHECK (MC)

100

RMSG-FSD-FPTD: RELEASING OF CASH PAYMENT 103

RMSG-FSD-FPTD: RELEASING OF CHECK PAYMENT - EMPLOYEES 105

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – ADVERTISING AND PUBLICATION

107

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – AIRFARE, SUPPLIES AND EQUIPMENT SOURCED THRU DBM-PROCUREMENT SERVICE

109

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – ANNUAL PHYSICAL EXAMINATION/EXECUTIVE CHECK-UP

111

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – CONSULTING SERVICES

113

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – GENERAL SUPPORT SERVICES (JANITORIAL, SECURITY, MAINTENANCE, AND SIMILAR SERVICES)

115

LIST OF SERVICES

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SERVICE NAME PAGE

NUMBER

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – INFRASTRUCTURE

117

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – LIGHT AND WATER

119

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – OTHER SERVICES (APPLICATION FOR VARIOUS LICENSES, REGISTRATION FOR SEMINAR/CONVENTION AND OTHER EXTERNAL PROGRAMS)

121

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – PROCUREMENT OF GOODS (SUPPLIES, EQUIPMENT AND MOTOR VEHICLE)

123

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – REFUND OF BID BOND/BOND SECURITY/ PERFORMANCE BOND

125

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – REIMBURSEMENT OF MEALS AND OTHER MISCELLANEOUS EXPENSE

127

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – REIMBURSEMENT OF TUITION FEES/INCLUDING TERMINAL AND SEPARATION PAY

129

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – RENTAL CONTRACT FOR VENUE/ VEHICLE/ EQUIPMENT AND SIMILAR ACTIVITIES, AND REPAIR AND MAINTENANCE (EQUIPMENT AND MOTOR VEHICLES)

131

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – REVOLVING FUND/WORKING FUND (CASH ADVANCE, REPLENISHMENT AND LIQUIDATION)

133

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – ROW CLAIMS 135

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – SALARY, EMPLOYEE BENEFITS AND STATUTORY REMITTANCES

137

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – TELEPHONE, CELLPHONE AND CABLE CHARGES

139

RMSG-FSD-GAD: PROCESSING OF CORPORATE DISBURSEMENTS – TRAVEL (CASH ADVANCE, LIQUIDATION AND REIMBURSEMENT)

141

LIST OF SERVICES

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SERVICE NAME PAGE

NUMBER

RMSG-HRAD-GSD: AVAILMENT OF TRANSCO DORMITORY ACCOMMODATION (CHECK-IN AND CHECK-OUT)

143

RMSG-HRAD-GSD: AVAILMENT OF TRANSPORTATION SERVICES 146

RMSG-HRAD-GSD: ISSUANCE OF WAREHOUSE REQUISITION SLIP (WRS) AND MATERIALS ISSUE VOUCHER (MIV)

147

RMSG-HRAD-HRMDD: FACILITATION OF EXECUTIVE CHECK-UP 148

RMSG-HRAD-HRMDD: FACILITATION OF PARTICIPATION IN LOCAL EXTERNAL TRAINING PROGRAMS

150

RMSG-HRAD-HRMDD: ISSUANCE OF CERTIFICATE OF INCOME AND EMPLOYMENT AND SERVICE RECORD

152

RMSG-HRAD-HRMDD: ISSUANCE OF CERTIFICATE OF LAST SALARY RECEIVED 153

RMSG-HRAD-HRMDD: ISSUANCE OF CERTIFICATE OF LEAVE CREDITS/LWOP 154

RMSG-HRAD-HRMDD: ISSUANCE OF CERTIFICATE OF REMITTANCES FOR ACTIVE EMPLOYEES

155

RMSG-HRAD-HRMDD: ISSUANCE OF NOTICE OF VACANCY 156

RMSG-HRAD-HRMDD: PROCESSING OF AUTHORITY TO TRAVEL ABROAD 158

RMSG-HRAD-HRMDD: PROCESSING OF CLAIM FOR FIRST SALARY 159

RMSG-HRAD-HRMDD: PROCESSING OF SALARY DIFFERENTIAL DUE TO PROMOTION AND/OR STEP ADJUSTMENT/INCREMENT

161

LIST OF SERVICES

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SERVICE NAME PAGE

NUMBER

RMSG-HRAD-HRMDD-PF: PROVIDENT FUND’S ISSUANCE OF CERTIFICATE OF EQUITY CONTRIBUTION

163

RMSG-HRAD-HRMDD-PF: PROVIDENT FUND’S ISSUANCE OF CERTIFICATE OF LOAN BALANCES

164

RMSG-HRAD-HRMDD-PF: PROVIDENT FUND’S ISSUANCE OF TRANSCO PROVIDENT FUND CLEARANCE

165

RMSG-HRAD-HRMDD-PF: PROVIDENT FUND’S LOAN APPROVAL 166

RMSG-HRAD-HRMDD-PF: PROVIDENT FUND’S WITHDRAWAL OF EQUITY CONTRIBUTIONS

168

RMSG-HRAD-PMD: PROCESSING OF GOODS / SERVICES THRU ALTERNATIVE METHOD OF PROCUREMENT FOR REQUIREMENTS NOT DELEGATED TO PMD/BAC SECRETARIAT (INCLUDING, BUT NOT LIMITED TO, DIRECT CONTRACTING, REPEAT ORDER, NEGOTIATED PROCUREMENT THRU TAKE-OVER OF CONTRACTS, ADJACENT/CONTIGUOUS, AGENCY-TO-AGENCY, SCIENTIFIC, SCHOLARLY OR ARTISTIC WORK, EXCLUSIVE TECHNOLOGY AND MEDIA SERVICES, AND HIGHLY TECHNICAL CONSULTANT)

170

RMSG-HRAD-PMD: PROCESSING OF GOODS / SERVICES THRU ALTERNATIVE METHODS OF PROCUREMENT FOR REQUIREMENTS DELEGATED TO PMD/BAC SECRETARIAT (INCLUDING, BUT NOT LIMITED TO, SHOPPING (UNFORESEEN, CONTINGENCY AND REGULAR) AND NEGOTIATED PROCUREMENT (EMERGENCY, SMALL VALUE PROCUREMENT, LEASE OF REAL PROPERTY AND VENUE)

174

RMSG-HRAD-PMD: PROCESSING OF GOODS / SERVICES THRU PUBLIC BIDDING 177

RMSG-OM-HRAD: ISSUANCE OF AUTHORITY TO DRIVE TRANSCO VEHICLES (ADTV) 181

RMSG-OM-HRAD: ISSUANCE OF TRANSCO IDENTIFICATION CARD 182

ROWLG-CLSD: LEGAL OPINION 184

LIST OF SERVICES

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SERVICE NAME PAGE

NUMBER

ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND EXECUTORY DECISION PHASE 1: REQUEST FOR VALIDATION OF FINAL AND EXECUTORY DECISION

185

ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND EXECUTORY DECISION PHASE 2: VALIDATION OF FINAL AND EXECUTORY DECISION

186

ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND EXECUTORY DECISION PHASE 3: DETERMINATION OF PROJECT LOCATION & AREA FOR VERIFICATION AND CONFIRMATION SURVEY

188

ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND EXECUTORY DECISION PHASE 4: PREPARATION, VERIFICATION & APPROVAL OF VALIDATION REPORT

189

ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND EXECUTORY DECISION PHASE 5: PROCESSING FOR PAYMENT OF JUST COMPENSATION

190

ROWLG-ROWMD: ROW PROCESS FOR PROVISIONAL DEPOSIT 191

ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 1: REQUEST FOR VALIDATION OF CASE FILED BY NAPOCOR, TRANSCO AND CLAIMANT

192

ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 2.A: RE-VALIDATION OF CASE FILED BY NAPOCOR, TRANSCO AND CLAIMANT

193

ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 2.B: VALIDATION OF CASE FILED BY NAPOCOR, TRANSCO AND CLAIMANT

195

ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 3: DETERMINATION OF PROJECT LOCATION & AREA FOR VERIFICATION AND CONFIRMATION SURVEY

197

ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 4: ESTABLISHMENT OF LAND VALUATION & ESTIMATE OF BUDGETARY REQUIREMENTS

199

ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU COURT ORDERS PHASE 5: PREPARATION, VERIFICATION & APPROVAL OF VALIDATION REPORT

201

LIST OF SERVICES

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Head Office

External Services

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RMSG-ARMPMD: Validation of documents for Real Property Tax (RPT)

Assessments

The procedure covers the validation of RPT Billing Statement/ Statement of Account/Tax

Declaration from LGUs to ensure validity of claim.

Office or Division:

Asset Register Management and Property Monitoring Department

Classification: Simple

Type of Transaction:

G2G (Government to Government)

Who may avail: Local Government Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Updated and duly signed Billing Statement/ Statement of Account (1 original, reflecting the RPT computation per calendar year per property)

LGU - Municipal/City Treasurer’s Office

Tax Declaration with 10% Assessment Level (1 original or photocopy)

LGU - Municipal/City Assessor’s Office

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSING

TIME

PERSON RESPONSIBLE

Submit the following to ARMPMD during working hours for initial verification/ validation:

• Statement of Account (SOA)

• Tax Declaration (TD) with 10% assessment level

• Other supporting documents issued by the LGU.

1. Receive the SOA, TD and other supporting documents issued by the LGU.

1.1. Verify completeness of the SOA, TD and other supporting documents.

1.2. Validate from turned over documents received from then TransCo O&M Finance, the following information:

1.2.1. TransCo’s ownership

1.2.2. Transmission line/ substation/ installation the property is associated with

1.2.3. Previous payment of RPT made for the property or for the period covered

None 2 days per property location

Sr. Financial Analyst A/ Property Accounting Division/ ARMPMD

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by the assessment.

1.2.4. RPT arrearages 1.3. Check the

computation and appropriate level used.

2. Forward the SOA/TD to:

2.1. TransCo – Right-of-Way Management Department (ROWMD) for confirmation of TransCo’s ownership, including the identification of transmission asset/facility that affected the property

2.2. TransCo - Corporate Legal Services Department (CLSD) for further evaluation/ clarification of RPT legal issues/ concerns and RPT payment recommendation.

None 1 day per property location

Division Manager/ ARMPMD

TOTAL:

3 days per property location (with complete supporting documentation; valid calendar years covered and accurate assessment level)

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RMSG-ARMPMD: Request for Payment of Real Property Taxes (RPT)

The procedure covers the request for payment processing of RPT after validation of submitted Billing

Statement/ Statement of Account/ Tax Declaration from LGUs, and upon receipt of recommendation

from Corporate Legal Services Department (CLSD) to process settlement of tax.

Office or Division: Asset Register Management and Property Monitoring Department


Type of Transaction: G2G (Government to Government)

Who may avail: Local Government Units


Updated and duly signed Billing Statement/ Statement of Account (1 original, reflecting the RPT computation per calendar year per property)

LGU - Municipal/City Treasurer’s Office

Tax Declaration with 10% Assessment Level (1 original or photocopy)

LGU - Municipal/City Assessor’s Office

CLIENT STEPS AGENCY ACTIONS FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit the following to ARMPMD during working hours for further verification/ validation:

• Revised Statement of Account (SOA)

• Revised Tax Declaration (TD) with 10% assessment level

• Other supporting documents requested from the concerned LGU.

1. Upon receipt of the result of validation from Right-of-Way Management Department and/or advice recommending payment from CLSD, prepare the disbursement voucher and attach complete supporting documents.

None

1 day per property location

Sr. Financial Analyst A/ Property Accounting Division/ ARMPMD

1.1 Approve/ sign and forward the DV to Finance Services Department (FSD) for payment processing

None

1 day per property location

Division Manager/ Property Accounting Division/ ARMPMD And Department Manager/ ARMPMD

TOTAL:

2 days per property location (upon receipt of payment recommendation from CLSD)

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RMSG-HRAD-GSD: Receiving, Recording and Forwarding of Incoming and

Outgoing Communications

Incoming Communications are correspondences addressed to “National Transmission Corporation” including personal mails for TransCo employees while Outgoing Communications refer to correspondences intended for delivery to TransCo field offices and external entities.

Office or Division: General Services Division


Type of Transaction: G2C – Government to Citizen; G2G – Government to Government

Who may avail: TransCo Personnel/ External Client CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Incoming: Mail; Documents Client/External Agencies/Sender

Outgoing: Delivery Request Form (DRF) General Services Division CLIENT STEPS AGENCY ACTIONS FEES

TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Incoming: External Client presents the mail/document

1. Receive/record the file

1.2 Issue Acknowledgement Receipt to External Client/s

1.3 Forward the file to the concerned group

None 15 mins Records Management Officer A

1.1 Outgoing: Employee prepares the DRF for outgoing mail/ correspondences

1.1 Receive the DRF 1.1.2 Record the file

None 10 mins • Employee

• Records Management Officer A

1.2 Outgoing: Receive and accept the receiving copy of the file / DRF

1.2 Records Management Officer shall issue the copy of file/ DRF to the external client/ employee.

None 5 mins • Employee/ Client

• Records Management Officer A

TOTAL: None 15 mins (for Incoming) 15 minutes per client (for Outgoing)

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RMSG-HRAD-HRMDD: Application for Student Traineeship

Student Traineeship Program – is a program wherein students of accredited schools and colleges will undergo on-the-job training at various TransCo facilities and offices to fulfill the academic requirements of their respective schools. This program is divided into:

• Technical Traineeship – designed for students of engineering and technical vocational courses.

Duration: 200-400 hrs. with eight (8) hrs. a day for 5 days. However, a three (3) day a week is conditionally accepted or continuous five (5) half days in a week

• Office Traineeship – designed for non-technical students taking up degree courses in secretarial, commerce, business administration, computer science, etc.

Duration: 200-400 hrs. with eight (8) hrs. a day for 5 days. However, a three (3) day a week is conditionally accepted or continuous five (5) half days in a week

Office or Division: Human Resource Management and Development Division (HRMDD)

Classification: Complex

Type of Transaction: G2C – Government to Citizen

Who may avail: College students who need on-the-job training (OJT) as a requirement for graduation


For Application for Student Traineeship

TransCo Forms: To be accomplished by the Student-Applicant

Application Form (HRTD-ITP-Form 2) HRMDD

Personal History Statement (HRTD-ITP-Form 4) HRMDD

Notarized Internship Agreement and Liability Waiver (HRTD-TP-Form3)

HRMDD

Documents to be secured by the Student-Applicant:

School Recommendation addressed to: Ms. MARIFE M. VILLAFUERTE, Manager, HRMDD National Transmission Corporation, Power Center, Diliman, Quezon City

School of the student-applicant

Certificate of Good Moral Character School of the student-applicant

Latest Copy of Grades School of the student-applicant

Medical Certificate Any public or government clinic/hospital

Barangay/ NBI/ Police Clearance (Any of the 3) Barangay/NBI/PNP

2 pcs. 1x1 ID picture (1 photo to be attached to PHS Form and 1 photo for Trainee's ID - Pls. indicate name at the back portion)

Student-applicant

Resume Student-applicant

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For Payment of Stipend

Time Cards Student trainee

Daily Time Record (DTR) Summary Student trainee

Office Order HRMDD

Evaluation Report Student trainee

Accomplishment Report Student trainee

Certificate of Completion HRMDD


PROCESSING TIME

PERSON RESPONSIBLE

1. Inquires and secures Traineeship Forms and Checklist of Requirements

1. Answers queries / concerns of student and advises the client on matters related to the Traineeship Program

None 5 mins

Sr. HR Analyst, Recruitment and Training Section

2. Submits all requirements and accomplished forms

2. Receives and reviews completeness of documents

None 5 mins


2.1 Evaluates Student Trainees training requirement based on education and check Cost Centers that can provide On-the-Job Training for the student-trainees

None 1 day SR. HR Specialist, Recruitment and Training Section

2.2 Prepares Office Order authorizing the deployment of student-trainees

None 1 day

Sr. HR Analyst Recruitment and Training Section

2.3 Initial/sign Office Order

None 0.5 day Sr. HR Specialist, Recruitment and Training Section; Manager, HRMDD; Manager, HRAD; VP, RMSG

2.4 Prepares Memo to Cost Center Head for the deployment of student trainee.

2.5 Initial/Sign

Memo

None 1 day

Sr. HR Analyst Recruitment and Training Section Sr. HR Specialist, Recruitment and Training Section; HRMDD Manager

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2.6 Upon receipt of

signed Memo, email/inform student-trainee to report for OJT

Sr. HR Analyst Recruitment and Training Section

3. Reports to the office concerned to undergo OJT until the completion of the required training hour

3. Upon assumption of OJT, conducts orientation / briefing

3.1. Submit request to Chief Security Officer for issuance of ID for student-trainee

None 0.5 day Sr. HR Analyst Recruitment and Training Section

4. Upon completion of the required training hours, submits the required documents to support the preparation of Certificate of Completion

4. Upon receipt of complete documents, validates completion of training hours, prepares Certificate of Completion, computes amount of stipend, and prepares DV payable to Student Trainee

None 1 day


4.1 Review, initial/sign certificate of Completion and DVs

None 1 day Sr. HR Specialist, Recruitment and Training Section; HRMDD Manager

4.2 Upon receipt of signed Certificate of Completion, email/notifies student-trainees

None 1 hour Sr. HR Analyst Recruitment and Training Section

TOTAL: None 6 days 1 hour, 10 mins

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RMSG-HRAD-HRMDD: Issuance of Certificate of Remittances for Former

Employees

Certification issued to former employees who need a record of their monthly remittances to any of

the agencies requiring the payment of statutory benefits/to their outstanding loan payments.




Who may avail: Former TransCo Employees


Request form/E-mail Employee

Remittance List/Remittance Records HRMDD

Copy of Original Receipts of remittances made

HRMDD


PROCESSING TIME

PERSON RESPONSIBLE

1. Accomplish the Request form submit to HRMDD

1. Receives and evaluates the request and checks the HRIS to verify the employee records

1.1 Generates the certification in the HRIS based on the remittance record found in the system

1.2 For those with

missing remittance dates, verify its records from the documents it has within its custody/from the Central Records those remittances made before the creation of the HRIS

None 4 days Sr. HR Analyst, Compensation and Benefits Section

1.3 Prepares and reviews the Certification for

None 1 day Sr. Comben Specialist; Manager, HRMDD

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the signature of the HRMDD Manager and prepares it for release

2. Receive Certificate from HRMDD

2. Upon signing of the Certificate, scan copy, notify client and release original copy

None HR Assistant, Compensation and Benefits Section

TOTAL: 5 days

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RMSG-HRAD-HRMDD: Processing of Terminal Leave Benefits

Employees who resign/retire from the service shall be entitled to the money value of their total

earned leave credits based on the highest salary rate received prior to or upon retirement

date/voluntary separation.




Who may avail: Former TransCo Employees


Terminal leave application to be accessed through the HRIS employee menu

HRIS Employee Menu

Head Office clearance to be accessed/filed online at www.transco.ph

TransCo Website (www.transco.ph)

Duly Accomplished Latest Statement of Assets, Liabilities and Net worth

HRMDD

Duly Accomplished Affidavit of Undertaking HRMDD (for the template)

Duly Accomplished Affidavit for RA 3019 HRMDD (for the template)

Certified True Copy of the Latest Appointment

HRMDD

In case of Resignation: employee’s resignation duly accepted by the Head of Agency

HRMDD

In case of death of the claimant:

PSA Death Certificate Heir of the claimant

PSA Marriage Contract of the spouse Heir of the claimant

PSA Birth Certificates of all surviving legal heirs

Heir of the claimant

Notarized and accomplished Proofs of Surviving Legal Heirs

HRMDD (for the form)

Waiver of rights of children 18 years old and above

Heir of the claimant


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit the duly accomplished terminal leave application form along with the documentary requirements indicated above

1. Accepts and evaluates the terminal leave application upon submission of the complete documentary requirements

None 1 day HR Specialist, Compensation and Benefits Section

1.1 Checks its leave records, prepares

None 2 days HR Specialist,

22 | P a g e

the terminal leave computation with deductions (if any), and prepares Terminal Leave DV

Compensation and Benefits Section

1.2 Validates computation

None 1 day Sr. Comben Specialist, Compensation and Benefits Section

1.3 Review, initial and signs Terminal Leave DV

None 1 day Manager, HRMDD Manager, HRAD

1.4 Upon signing of DV submit to Finance for audit

None 1 hr HR Assistant Compensation and Benefits Section

TOTAL: 5 days, 1 hour

23 | P a g e

RMSG-HRAD-PMD: Application to Apply for Eligibility and to Bid

The Procuring Entity (PE) (in this case, TransCo) shall invite prospective

bidders/suppliers/contractors to participate in the procurement in accordance with Rule VII or Rule

XVI, whichever is applicable, of the 2016 Revised Implementing Rules and Regulations of Republic

Act No. 9184 or the Government Procurement Reform Act

Office or Division: Procurement Management Division (PMD)


Type of Transaction: G2B – Government to Business

Who may avail: All Prospective Bidders/Suppliers/Contractors


Invitation to Bid (ITB)/Request for Quotation (RFQ)/Bidding Documents

PhilGEPS/TransCo Websites

Letter of Intent (if applicable) Prospective Bidder/Supplier


PROCESSING TIME

PERSON RESPONSIBLE

None Posting of the RFQ/ Invitation to Bid in the PhilGEPS/ TransCo Website

None 1 hour/ transaction

Purchasing Officer

1. Downloads the RFQ/ Invitation to Bid in the PhilGEPS &/or TransCo Website

None None 1 hour/ transaction

Prospective Bidder/Supplier

2. Purchases Bidding Documents (if applicable)

2. Issues order of payment form

See table below

1 hour/ transaction

PMD Staff

3. Pays Bidding Documents (if applicable)

3. Issues Official Receipt (OR)

See table below

30 mins/ transaction

Cashier

Note: As prescribed in Resolution No. 04-2012 issued by the Government Procurement Policy Board (GPPB) approving and adopting the Guidelines on the Sale of Bidding Documents

24 | P a g e

4. Fills-up Supplier’s Acknowledgement Sheet (SAS) (if applicable)

4. Issues Bidding Documents

None 30 mins/ transaction

PMD Staff

TOTAL: 2 hours, 30 mins

25 | P a g e

RMSG-HRAD-PMD: Issuance of Purchase Order (PO)/Contract

The winning bidder shall formally enter into contract with the Procuring Entity (PE) (in this case,

TransCo) after receipt of the Notice of Award (NOA). The issuance of the NOA and its receipt by

the winning bidder must be accompanied by the actual execution and signing of the Contract or

Purchase Order, including the posting of the performance security (if necessary), among others, for

the contract to be perfected and legally enforceable in accordance with Republic Act (RA) No. 9184

and its associated Implementing Rules and Regulations (IRR).




Who may avail: Suppliers/Contractors


Notice of Award (NOA) PMD

Performance Bond/Security Suppliers/Contractors

Certificate of Bond Acceptability PMD

Purchase Order (PO)/Contract PMD

Notice to Proceed (NTP) PMD


PROCESSING TIME

PERSON RESPONSIBLE

1. Receives NOA 1. Issues NOA None 30 mins/ transaction

PMD Staff

2. Submits Performance Security Bond (if applicable)

2. Preliminary review of bond acceptability

2.1 Endorse to General Counsel for review of bond

2.2 Upon receipt of certificate of bond acceptability, notify suppliers/ contractors

See table below

2 days/ transaction

PMD Staff

26 | P a g e

Note: As prescribed in Section 39 of the 2016 Revised Implementing Rules and Regulations of Republic Act No. 9184

3. Receives original PO/ Contract and NTP

3. Issues original PO/ Contract and NTP

None 30 mins/ transaction

PMD Staff

TOTAL: 2 days and 1 hour

27 | P a g e

RMSG-FSD-FPTD: Acceptance of Payment

Issuance of Official Receipt (OR) or Acknowledgement Receipt (AR) to the customers for the

collection of accounts.

Office or Division: Financial Planning and Treasury Division


Type of Transaction: G2C-Government to Client, G2B-Government to Business, G2G-

Government to Government

Who may avail: All


Cash, Corporate Check or Manager’s Check Payor’s Company/Business Entity

Copy of statement of account/billing or

computation

TransCo/General Accounting Division or

Payor’s Company

Copy of Bank’s Deposit Slip, if payment is made thru bank transfer

Depository bank

Payment Order Form TransCo/Cashier’s Office

CLIENT STEPS AGENCY ACTIONS FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Sign in the Client

Log Book at the

TransCo Main

Building Lobby

1. Give the Log Book

to the client None 5 minutes Guard on duty

2.1. Secure Payment

Order Form from

the Cashier’s

Office

2.2. Fill out the

payment order

form

2. Issue the Payment

Order Form None 15 minutes

Sr. Financial

Analyst/Cashier,

FPTD

3. Proceed to

Cashier’s window

and tender

payment once

name is called

3. Receive and review the documents submitted

3.1. Verify from the

other Transco

office/division the

None 30 minutes

Sr. Financial

Analyst/Cashier,

FPTD

28 | P a g e

application of

payment, if

necessary

3.2. Accept the

payment based

on the order of

payment

3.3. Prepare and sign

the official receipt

or

acknowledgemen

t receipt

3.4. Issue the receipt

to the client

4.1. Receive TransCo

official receipt or

acknowledgeme

nt receipt

4.2. Review the

correctness of

the receipt

4. Sort out duplicate

copies for

submission to

General

Accounting Div.

and Commission

on Audit

None 10 minutes

Sr. Financial

Analyst/Cashier,

FPTD

TOTAL: 1 hour

29 | P a g e

RMSG-FSD-FPTD: Releasing of Check Payment - Suppliers and Contractors

Release of check to Suppliers and Contractors for payment of goods and services provided to

TransCo.




Who may avail: All


BIR compliant Official Receipt Claimant’s Company/Business Entity

BIR compliant Collection Receipt Claimant’s Company/Business Entity

Acknowledgement Receipt Claimant’s Company/Business Entity

Principal

One (1) Original Government Issued ID or Company ID

BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig or Company issued ID

One (1) Photocopy of Original ID’s presented

Representative

Authorization Letter for the authorized representative printed in the Company’s logo or Special Power of Attorney (SPA)

Claimant’s Company

Valid Identification Card of the person who signed the authorization letter or SPA One (1) Photocopy of Government Issued ID or Company ID with signature


VaIid Identification Card of the authorized representative One (1) Original Government Issued ID or Company ID One (1) Photocopy of the original ID presented



PROCESSING TIME

PERSON RESPONSIBLE

1. Sign in the Client Log Book at the TransCo Main Building Lobby

1. Give the Log Book to the client

None 5 minutes Guard on duty

2. Proceed to Cashier’s

window and submit the

required documents

2. Receive, verify

the documents

presented to

ensure that

check payment

is released to

None 15 minutes Sr. Financial Analyst/Cashier, FPTD

30 | P a g e

valid/ authorized

claimant/

representative

2.1. Hand over the disbursement voucher and photocopy of check to the client

3. Issue the Official Receipt or Collection Receipt or Acknowledgement Receipt

3.1 Sign the

Disbursement Voucher on the ‘Received Payment’ portion

3. Receive the Official Receipt or Collection Receipt or Acknowledgment Receipt

3.1 Check the

correctness of the information in the receipt and signature on the Disbursement Voucher

3.2 Release the

check to the client


4. Receive the check 4.1 Sign the Statement of

Checks Prepared and provide other information required

4. Attach the official receipt or collection receipt or acknowledgement receipt or to the disbursement voucher

4.1 Record the

release of check in the Corporate Fund Management System (CFMS)


TOTAL: 1 hour

31 | P a g e

RMSG-FSD-FPTD: Releasing of Check Payment - Landowners/ROW Claimants

Release of check to the Landowners for payment of Right of Way (ROW) claims.



Type of Transaction: G2C – Government to Client

Who may avail: ROW Claimant


Acknowledgement Receipt ROW Officer, Legal-ROW Department

Principal

One (1) Original Government Issued ID BIR, Post Office, DFA, PSA, SSS, GSIS,

Pag-Ibig, Senior Citizen ID


Representative

Special Power of Attorney (SPA) Principal Claimant

Valid Identification Card of the person who issued the SPA One (1) Photocopy of Government Issued ID with signature

BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig, Senior Citizen ID

VaIid Identification Card of the authorized representative One (1) Original Government Issued ID One (1) Photocopy of the original ID presented

BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig, Senior Citizen ID


PROCESSING TIME

PERSON RESPONSIBLE

1. Sign in the Client Log

Book at the TransCo

Main Building Lobby

1. Give the Log Book to

the client None 10 minutes Guard on duty

2. Meet the ROW

Officer at the

TransCo Main

Building Lobby

2. ROW Officer meet

with the claimant at

the Main Building

Lobby for the

following:

2.1. Identify the

claimant

2.2 Confirm the

details of check

None 1 hour ROW Officer – Legal Right of Way Department

32 | P a g e

with the Cashier

and prepare the

acknowledgement

receipt

2.3 Accompany the

claimant to the

Cashier’s Office


window and submit

the required

documents

3. Receive, evaluate the

validity and

completeness of the

submitted

documents

3.1. Hand over the disbursement voucher and photocopy of check to the claimant


4. Sign the acknowledgement receipt and the disbursement voucher on the ‘Received Payment’ portion

4. Check the signature on the acknowledgement receipt and disbursement voucher

4.1 Release the check to

the client


5. Receive the check and take photo with the Cashier while receiving the check

5. Document the acceptance of check by taking picture as required by COA for documentation purposes


6.1 Receive the check 6.2 Sign the Statement

of Checks Prepared and provide other information required

6. Record the release of check in the Corporate Fund Management System

None 10 minutes

Sr. Financial Analyst/Cashier – Financial Services Department

TOTAL: 2 hours

33 | P a g e

ROWLG-ROWMD: ROW PROCESS FOR SETTLEMENT OF CLAIMS THRU

NEGOTIATED SALE PHASE 1: DEMAND LETTER FOR JUST COMPENSATION

Request letter asking for payment of property affected/traversed by Transmission Assets and

Facilities

Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISITION DIVISION

Classification: HIGHLY TECHNICAL

Type of Transaction: G2C-Government to Client, G2B-Government to Business, G2G-Government to Government

Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL


Demand Letter Landowner/ Representative

True Copy of Clean Certificate of Title (TCT) (No Encumbrances)

Landowner/ Representative

True Copy of Clean Tax Declaration (No Encumbrances)

City/Municipal Assessor

Notarized Updated Special Power of Attorney if the Landowner authorizes another person to represent

Landowner/ Notary Public

Survey Plan if available Landowner/ Representative

Notarized Family Tree/ History (if the Registered owner in the Title is already deceased)

Landowner/ Representative

Notarized Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir


Affidavit of Publication of Extra Judicial Settlement OR Affidavit of Self-Adjudication


Additional requirements if the property is UNREGISTERED

Certification that the unregistered property is alienable and disposable

DENR-LMS-CENRO

Certification from the Municipality/ City Assessor of Thirty (30) years of open and continuous possession if the property is unregistered

Municipality/ City Assessor’s Office

Notarized Affidavit of Two (2) Adjoining Landowners or Two (2) Barangay/ Local Officials


Notarized Affidavit of Ownership Landowner/ Notary Public

Certificate of Stewardship DENR-FMB

Lot Data Computation DENR

Additional requirements if the property is owned by a CORPORATION

Secretary’s Certificate Corporate Secretary

34 | P a g e

Certification of Registration from BIR Bureau of Internal Revenue (BIR)

Certificate of Tax Exemption/ it’s equivalent document

Bureau of Internal Revenue (BIR) or other concerned Agencies

Certificate as to the classification of the Land whether ordinary or capital asset

Bureau of Internal Revenue (BIR)


PROCESSING TIME

PERSON RESPONSIBLE

Submit Request Letter with attached required documents

Incomplete Requirements: Acknowledging the receipt of the Request Letter with instruction to Submit lacking documents

N/A Three (3) Working

Days ROW OFFICER

Complete Requirements: Acknowledging the receipt of the Request Letter with information that request was endorsed to concerned ROW personnel for validation process Falls Under Project Under Construction (PUC) or National Grid Corporation of the Philippines (NGCP): Letter to be endorsed to NGCP copy furnished the landowner

TOTAL: Three (3) Working

Days

35 | P a g e


NEGOTIATED SALE PHASE 2: VALIDATION OF SUBMITTED DOCUMENTS

AND DATA GATHERING

Review, Verification, Acknowledgement and Research procedure


Classification: COMPLEX


G2C-Government to Client, G2B-Government to Business, G2G-Government to Government

Who may avail: LANDOWNER OR ANY AUTHORIZED REPRESENTATIVE, GOVERNMENT AND PRIVATE AGENCIES OR INDIVIDUAL


Demand Letter with Complete Documentary Requirements

Landowner

Title and Tax Declaration Traceback Registry of Deeds/ Assessor’s Office

City Zoning Ordinance City/ Mun. Planning and Development Office

NPC and TransCo Certification of ROW Records

NPC/ TransCo-ROWMD

BIR Initial and Current Zonal Valuation Bureau of Internal Revenue


PROCESSING TIME

PERSON RESPONSIBLE

1. Standby for the status or feedback of the ROW validation and confirmation process

1. Review, Verification and acknowledgement of submitted documents

1.1 Data Gathering

1.1.1. Prepare and approval of request letter to the following government agencies:

- Registry of Deeds

for traceback of Title

- City/ Municipal/ Provincial Assessor for traceback of Tax Declaration

- City/ Municipal Planning and Development for Zonal Land Classification of Property

N/A

Two (2) Working Day

Four (4) Working

Days

ROW Officer/ Sr. ROW Officer/ Chief

ROW Officer

ROW Officer/ Sr.

ROW Officer/ Chief ROW Officer/

Division Manager/ Department Manager

concerned

36 | P a g e

- National Power Corporation for ROW records

- National Transmission Corporation for ROW records

- Bureau of Internal Revenue for Initial and Current Zonal Valuation.

1.2.1. Receiving of requested documents to the concerned Government Agencies - Registry of Deeds







One (1) Working Day

ROW Officer/ Sr.

ROW Officer/ Chief ROW Officer

TOTAL: Seven (7)

Working Days

Note:

1. Similar or Analogous cases may vary depending on the request not included in the above process.

2. All verification survey and validation of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol,

Cebu, Negros and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao

Satellite Office, respectively. The Travel time is excluded in the processing time.

Property Location No. of Lots Additional Processing Time

(Working days)

1. North Luzon (Region 1, 2, 3 and CAR)

2. South Luzon (Region 4-A, 5 and NCR)

3. Visayas Area (Region 5, 6, 7 and 8)

4. Mindanao Area (Region 9, 10, 11, 12 and ARMM)

2-3 1 Days

4-10 4 Days

More than 10 13 Days

3. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in

releasing of the requested document. The procedural process of the concerned agencies is not included in the processing

time.

37 | P a g e


NEGOTIATED SALE PHASE 3: DETERMINATION OF PROJECT LOCATION &

AREA FOR VERIFICATION AND CONFIRMATION SURVEY

Initial negotiation for the identification of property location, name, voltage and classification of

transmission lines and substation.








Landowner

Title and Tax Declaration Traceback Landowner/Registry of Deeds

Approved Plan or Sketch Plan Landowner/DENR-LMS

Cadastral Map & Lot Data Computation DENR-LMS

Reference Monuments or Points Landowner


PROCESSING TIME

PERSON RESPONSIBLE

1. Assist ROW Reconnaissance & Field Instrumentation process

1. Research and Lot Data Gathering at

- DENR-LMS - LRA - City/ Municipal/

Provincial Assessor 1.2. Reconnaissance & Field Instrumentation for determination of Transmission Lines & Substation Names, Voltage and Classifications

1.2.1. Checking, Encoding and Plotting 1.2.2. Review and Approval of the Sketch Plan with Narrative Technical Description

N/A

Seven (7) Working Days

Principal Eng’r. A/ Principal Eng’r. B/

Cartographer/ Eng’g. Asst. A

TOTAL: Seven (7)

Working Days

38 | P a g e

Note:






(Working days)





2-3 1 Days

4-10 4 Days




time.

39 | P a g e


NEGOTIATED SALE PHASE 4: ESTABLISHMENT OF LAND VALUATION &

ESTIMATE OF BUDGETARY REQUIREMENTS

Securing “Time of Taking” valuation for the property affected by transmission lines and substation.








Landowner

Traceback and Current Titles Registry of Deeds

Traceback and Current Tax Declaration Assessor Office

Transmission Line Profile TransCo

Approved Sketch Plan with NTD TransCo

Current BIR Zonal Valuation BIR


PROCESSING TIME

PERSON RESPONSIBLE

1. Standby for the status or feedback of the ROW validation and confirmation process

1. Secure Time-of-Taking Valuation based on any of the following:

- NPC Board

Resolution - Supreme Court

Decision - Previously

acquired property of NPC/ TransCo

- Nearest Sales Data at the Time of Taking

- Relevant BIR Zonal Value

1.1 Secure Current BIR Zonal Value

N/A



ROW Officer

TOTAL: Seven (7)

Working Days

40 | P a g e

Note:






(Working days)





2-3 1 Days

4-10 4 Days




time.

4. Update the claimant for the status of his/her claim.

41 | P a g e


NEGOTIATED SALE PHASE 5: PREPARATION, VERIFICATION & APPROVAL

OF VALIDATION REPORT

Consolidation of all gathered documents, computing recommended valuation and submission of the final

report








Landowner

Certified True copies of Traceback and Current Titles Registry of Deeds

Certified True Copies of Traceback and Current Tax Declaration

Assessor’s Office

Certified copy of Transmission Line Profile TransCo

Certificate of No ROW record from NPC NPC

Certificate of No ROW record from TransCo TransCo

Certified copies of Approved Sketch Plan with NTD TransCo

Certified Copy of Current BIR Zonal Valuation BIR

Certified copy of recommended valuations TransCo

Computation Sheets TransCo

PALPS Masterlist TransCo


PROCESSING TIME

PERSON RESPONSIBLE

1. Waiting for the completion of the ROW validation and confirmation process

1. Consolidation of all gathered and researched documents for report preparation, evaluate gathered various valuation for proper determination of Just Compensation and recommend for approval the final validation report

N/A


ROW Officer/ Sr.


TOTAL:


42 | P a g e


NEGOTIATED SALE PHASE 6: NEGOTIATE PAYMENTS WITH PROJECT

AFFECTED PERSON

Letter informing the Landowner of the total amount of Just Compensation







Approved Validation Report TransCo

Approved Computation Sheet TransCo


PROCESSING TIME

PERSON RESPONSIBLE

1. Receiving of Letter Offer*

1. Preparation, Approval and sending out of Letter Offer thru Mail

N/A


Secretary/ ROW Officer/ Sr. ROW

Officer/ Chief ROW Officer/ Division

Manager/ Department Manager

concerned

TOTAL: Seven (7)

Working Days

* Pursuant to Section 5.a of RA 10752, the property owner is given thirty (30) days to decide whether or not to accept the offer as

payment for his property. Upon refusal or failure of the property owner to accept such offer or fails and/or refuses to submit the

documents necessary for payments, the implementing agency shall immediately initiate expropriation.

43 | P a g e


NEGOTIATED SALE PHASE 7: REJECTION OF LETTER OFFER

Endorsement to ROW Litigation for Court Proceedings


Classification: SIMPLE





Approved Validation Report with complete attachments

TransCo-ROWMD

Non-conformed Letter Offer Landowner

Endorsement for initiation of expropriation Transco-ROWMD


PROCESSING TIME

PERSON RESPONSIBLE

1. Upon receiving of summon, landowner hire Counsel for Legal Services

1. Endorsement of the claim to ROW Litigation Department for expropriation proceedings

N/A

Three (3) Working Days


ROW Officer

TOTAL: Three (3)

Working Days

44 | P a g e


NEGOTIATED SALE PHASE 8: ACCEPTANCE OF OFFER AND PROCESSING

FOR PAYMENT OF JUST COMPENSATION

Landowner’s Conformity with TransCo’s Letter Offer, Preparation and Approval of Authority-to-

Purchase and Signing of Deed of Sale







Accepted/ Conformed Letter Offer Landowner


Registry of Deed Office or LRA






Landowner











45 | P a g e


PROCESSING TIME

PERSON RESPONSIBLE

Landowner’s acceptance of TransCo’s letter offer

1. Receipt of conformed

letter offer. 2. Preparation, review,

and comment of Authority to Purchase (ATP)

3. Finalization, initials, signing and approval of Authority to Purchase (ATP) by the Approving Authority

N/A Twenty (20)

Working Days


ROW Officer/ Division Manager/

Department Manager/ Approving

Authority Signing of the Deed of Absolute Sale (DOAS)

4. Preparation, review, and comment of DOAS

5. Finalization of DOAS. 6. Endorsement for

signing of DOAS by the landowner

7. Initials, signing and approval of DOAS by the Approving Authority

8. Notarization of Deed of

Absolute Sale

TOTAL: Twenty (20)

Working Days

Note:

1. Signing of the DOAS depends on the availability of the landowner or representative.

46 | P a g e


NEGOTIATED SALE PHASE 9: PROCESSING FOR THE ASSESSMENT AND

PAYMENT OF TAXES

Request for the payment of taxes







Accepted/ Conformed Letter Offer Landowner


Registry of Deeds or LRA






Landowner











47 | P a g e


PROCESSING TIME

PERSON RESPONSIBLE

Submission of request letter to advance the payment of taxes accountable to the Landowner and Authorize TransCo to deduct from the Final payment.

Request for the Assessment of computation of unpaid RPT, Transfer tax, CGT, DST and Estate Tax, if applicable

NONE




Department Manager/ Vice

President

Preparation and Approval of disbursement voucher for the advance payment of taxes (unpaid RPT, Transfer tax, CGT, DST and Estate Tax if applicable) by the approving authority

Endorsement for audit of disbursement voucher to Finance Dept. for the advance payment of taxes to be paid.

TOTAL: Seven (7)

Working Days

Note:

1. All claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu, Negros

and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao



(Working days)





2-3 1 Days

4-10 4 Days


48 | P a g e


NEGOTIATED SALE PHASE 10: PROCESSING OF ISSUANCE OF

CERTIFICATE AUTHORIZING REGISTRATION (CAR)

Settlement of unpaid taxes, requesting for the issuance of Certificate Authorizing Registration

(CAR)







Original Owner’s Duplicate Copy of Certificate of Title (TCT)


Certified True Copy of Tax Declaration City/Municipal Assessor

Notarized Deed of Absolute Sale Landowner/ TransCo





Notarized Special Power of Attorney to be executed by the approving authority of TransCo

TransCo/ Notary Public

Secretary Certificate if Corporation Landowner/ TransCo

Certificate of No Improvements City/ Municipal Assessor’s Office

Tax Clearance City/ Municipal Treasurer’s Office

Approved Sketch Plan and Vicinity Map Landowner/ TransCo


PROCESSING TIME

PERSON RESPONSIBLE

1. Assist ROW personnel to follow-up the issuance

of CAR

1. Receive checks for the advance payment of taxes (unpaid RPT, Transfer tax, CGT, DST and Estate Tax if applicable)

NONE Seven (7)

Working Days


ROW Officer/

1.2 Payment of taxes to the concerned Agencies

49 | P a g e

- City/ Municipal/ Provincial Treasurer’s Office

- Bureau of Internal Revenue

2. Submission of required documents for the issuance of CAR at concerned RDO-BIR office.

TOTAL:


Note:


and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and

Davao Satellite Office, respectively. The Travel time is excluded in the processing time.


(Working days)





2-3 1 Days

4-10 4 Days


50 | P a g e


NEGOTIATED SALE PHASE 11: PROCESSING FOR THE ASSESSMENT AND

PAYMENT OF REGISTRATION OF SALE

Request for the payment of Registration Fee















Certificate of No Improvement City/ Municipal Assessor’s Office


Original Copy of Official Receipt (OR) of Transfer Tax

City/ Provincial Treasurer’s Office


Certificate Authorizing Registration (CAR) Bureau of Internal Revenue


PROCESSING TIME

PERSON RESPONSIBLE

Standby for the Registration Process

1. Receiving of CAR

NONE Seven (7)

Working Days




President

2. Request for Assessment of Registration fee at Registry of Deeds

3. Preparation and approval of disbursement voucher for the advance payment of Registration fees

51 | P a g e

4. Endorsement of disbursement voucher for the advance payment of taxes for Audit

TOTAL: Seven (7) Working Days

Note:





(Working days)





2-3 1 Days

4-10 4 Days


52 | P a g e


NEGOTIATED SALE PHASE 12: PROCESSING FOR THE REGISTRATION OF

SALE

Settlement of Registration Fee and request for the issuance of New Title or Annotation of Sale for

portion acquisition.















Certificate of No Improvement City/ Municipal Assessor’s Office


Original Copy of Official Receipt (OR) of Transfer Tax

City/ Provincial Treasurer’s Office


Certificate Authorizing Registration (CAR) Bureau of Internal Revenue


PROCESSING TIME

PERSON RESPONSIBLE

1. Standby for the Registration Process

1. Payment of registration fees to the Registry of Deeds

NONE



ROW Officer

1.1 Submission of required documents for the entry of registration of sale and request for issuance of new Title from previous to new owner.

53 | P a g e

TOTAL:


Note:

1. Concerned Government Agency (ROD) has different administrative process in releasing of the

requested document. The procedural process of the concerned agencies is not included in the

processing time.





(Working days)





2-3 1 Days

4-10 4 Days


54 | P a g e


NEGOTIATED SALE PHASE 13: PROCESSING OF THE ISSUANCE OF NEW

TAX DECLARATION IN THE NAME OF TRANSCO

Transfer of Tax Declaration from Previous to New owner




Government to Government



Photocopy of Certified True Copy of Certificate of Title (TCT) in the name of Transco


Photocopy of Tax Declaration of previous owner City/Municipal Assessor

Photocopy of registered Deed of Absolute Sale Landowner/ TransCo

Photocopy Special Power of Attorney if the Landowner authorizes another person to represent


Photocopy Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir


Photocopy of Official Receipt (OR) of Transfer Tax City/ Provincial Treasurer’s Office

Photocopy Certificate Authorizing Registration (CAR)

Bureau of Internal Revenue


PROCESSING TIME

PERSON RESPONSIBLE

1. Standby for the issuance of the new Tax Declaration in the name of TransCo

1. Receive of new certificate of title if whole lot acquisition or annotation of sale on the title if portion.

NONE Seven (7)

Working Days


ROW Officer

1.2 Request for the issuance of new tax declaration in the name of Transco at City/Municipal Assessor Office

1.3 Receiving of the new tax declaration in the name of Transco at City/Municipal Assessor Office

55 | P a g e

TOTAL: Seven (7) Working Days

Note:

1. Concerned Government Agency (City/ Mun/ Prov’l Assessor’s Office) has different administrative

process in releasing of the requested document. The procedural process of the concerned agencies

is not included in the processing time.





(Working days)





2-3 1 Days

4-10 4 Days


56 | P a g e


NEGOTIATED SALE PHASE 14: PROCESSING OF FINAL PAYMENT

Processing of Final Payment

Office or Division: ROW MANAGEMENT DEPARTMENT






Certificate of Funds Availability

TransCo-ROWMD

Certified Photocopy of Certificate of Title (TCT) in the name of Transco or annotated on the Title of the previous owner for portion acquisition

Certified Photocopy of cancelled Title

Certified Photocopy of newly issued Tax Declaration in the name of TransCo or annotated on the Tax Declaration of the previous owner for portion acquisition

Certified Photocopy of registered Deed of Absolute Sale

Certified Photocopy Special Power of Attorney if the Landowner authorizes another person to represent

Certified Photocopy Extra Judicial Settlement with Special Power of Attorney if Registered owner is deceased with several surviving heirs OR Notarized Affidavit of Self-Adjudication if with only one (1) surviving heir

Certified Photocopy of Official Receipt (OR) of Transfer Tax

Certified Photocopy Certificate Authorizing Registration (CAR)

Certified Photocopy of Request Letter of Landowner for Cash Advances

Certified Photocopies of Approved Sketch Plan with NTD

Certified Photocopy of Accepted Letter offer

Certified Photocopy of Authority to Purchase (ATP)

Certified Updated PALPS Masterlist

Certified Photocopy Official Receipts of RPT, Transfer tax, CGT, DST and Estate Tax (if applicable) and Registration Fees

Certified Photocopy of Disbursement Vouchers of

RPT, Transfer tax, CGT, DST, Estate Tax (if applicable) and Registration Fees

57 | P a g e

Additional requirements if the property is UNREGISTERED

Certified Photocopy of Claimant’s Surety/ Indemnity Bond (if claim for payment or amount of sale exceeds Fifty Thousand Pesos (Php50,000.00) Pursuant to E.O. 1035).

Any authorized Insurance Company duly accredited by the Insurance Commission.


Certified Photocopy Secretary Certificate Landowner/ Representative

Certified Photocopy Certification of Registration from BIR


Certified Photocopy Certificate of Tax Exemption/ it’s equivalent document

Bureau of Internal Revenue (BIR) or other concerned Agencies

Certified Photocopy Certificate as to the classification of the Land whether ordinary or capital asset



PROCESSING TIME

PERSON RESPONSIBLE

1. Waiting for the processing of payment

1. Preparation and Approval of disbursement voucher by the approving authority for final payment

NONE Seven (7)

Working Days




President

2. Submission of disbursement voucher for processing of final payment to Finance Department for audit and check preparation.

TOTAL:


Note:

1. If the property is unregistered and the amount of sale exceeds Fifty Thousand Pesos (Php50,000.00), Surety/

Indemnity Bond is a requirement pursuant to E.O. 1035. The procedural process of the concerned company is

not included in the processing time.

58 | P a g e


NEGOTIATED SALE PHASE 15: RELEASE OF FINAL PAYMENT OF JUST

COMPENSATION

Releasing of Check for Final Payment




G2B- Government to Business and G2C-Government to Client



Two (2) Government issued IDs of the Claimant or Representative

Claimant/ Representative

Notarized and Updated Special Power of Attorney (SPA) of Claimant’s Representative or Secretary Certificate if Corporation

Claimant/ Representative

Official Receipt of the Corporation Claimant/ Representative

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Receiving and signing of the acknowledgement by the Claimant or Representative or issuance of OR (if corporation) of Final payment

1. Preparation of Acknowledgement Receipt, Photocopy of Voucher and check

NONE One (1) Working

Day


ROW Officer/ Finance

Representative 1.2 Releasing of final

payment and Photo documentation

TOTAL: One (1) Working Day

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ROWLG-ROWMD: ROW PROCESS FOR CANCELLATION OF NATIONAL

POWER CORPORATION (NPC)/ NATIONAL TRANSMISSION CORPORATION

(TRANSCO) RIGHT-OF-WAY ANNOTATIONS

Request letter asking for the Certification that the property is not affected/traversed by any

Transmission Assets and Facilities

Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW CLAIMS MANAGEMENT DIVISION






Duly Accomplished FOI Form with Valid ID TransCo’s Front Desk

True Copy of Current Certificate of Title (TCT)


True Copy of Mother or Previous Title Registry of Deed Office or LRA

True Copy of Current Tax Declaration City/Municipal Assessor

True Copy of Mother or Previous Tax Declaration


Approved Subdivision/Segregation Plan DENR-LMS

Notarized Special Power of Attorney if the Landowner authorizes another person to represent





Original Copy of Certificate of authority for Notarial Act

Landowner


Secretary Certificate if Corporation Corporate Secretary


PROCESSING TIME

PERSON RESPONSIBLE

60 | P a g e

1. Request Letter


N/A


ROW OFFICER

Complete Requirements: Acknowledging the receipt of the Request Letter with information that request was endorsed to concerned ROW personnel for validation process

N/A

Falls Under Project Under Construction (PUC) or National Grid Corporation of the Philippines (NGCP): Letter to be endorsed to NGCP copy furnished the landowner

N/A

2. Receipt the acknowledgement or endorsement letter

Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection & Reconnaissance 2.2 Field Instrumentation Identifying the Property Location & the nearest Transmission assets & facilities 2.3 Preparation of report endorsing the issuance of Certification of Cancellation of ROW Annotation

N/A Fourteen (14) Working Days

Principal Eng’r. A/ Chief ROW Officer

3. Receipt of the Request 3. Approval of the Certification

N/A Three (3) Working

Days President & CEO

TOTAL: Twenty (20)

Working days

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ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF RIGHT-OF-WAY

DOCUMENTS

Request letter asking for a copy of any record of payment made by TransCo.






Duly Accomplished FOI Form with Valid ID TransCo’s Front Desk

True Copy of Certificate of Title (TCT) (With Encumbrances)


True Copy of Mother or Previous Title Registry of Deed Office or LRA

True Copy of Clean Tax Declaration (With Encumbrances)


True Copy of Mother or Previous Tax Declaration




Approved Survey Plan if available Landowner





Landowner

Secretary Certificate if Corporation Corporation


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Request Letter


N/A Three (3) Working Days

ROW OFFICER

62 | P a g e


N/A


N/A

2. Receipt the acknowledgement or endorsement letter

Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection & Reconnaissance 2.2 Field instrumentation Identifying the Property Location & the nearest Transmission assets & facilities 2.3 Check available ROW records & documents

- Masterlist - Disbursement

Voucher - ROW Grants - Payment Receipt

2.4 Preparation of report and endorse the release of the requested ROW

documents

N/A Fifteen (15)

Working Days

ROW Officer/ Eng’g. Assistant/ Principal

Eng’r. B/ Principal Eng’r. A/ Chief ROW Officer

3. Receipt of the request

3. Approval of the Release of ROW Documents

One (1) Working

Day Department Manager

TOTAL: Nineteen (19) Working days

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ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF TOWER

RELOCATION

Request letter asking to relocate the tower affected/traversed by any Transmission Line and

Substation

Office or Division: ROW MANAGEMENT DEPARTMENT/ ROW ACQUISTION DIVISION





With NPC/ TransCo Right-of-Way Annotation

True Copy of Certificate of Title (TCT) Registry of Deed Office or LRA

True Copy of Tax Declaration City/Municipal Assessor







Landowner

Approved Survey Plan Landowner

Secretary Certificate if Corporation Corporation


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Request Letter


N/A


ROW OFFICER

Complete Requirements: Acknowledging the receipt of the Request Letter with information that request was

N/A

64 | P a g e

endorsed to concerned ROW personnel for validation process


N/A

2. Waiting for the result of the Validation

Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection & Reconnaissance 2.2 Field instrumentation Identifying the Property Location & the nearest Transmission assets & facilities 2.3 Preparation of report & Endorsement Letter to NGCP for review, comment & appropriate action

N/A Fifteen (15)

Working Days



3. Receipt of the endorsement letter

3. Approval of the Endorsement Letter to

NGCP* Copy furnish Landowner

N/A Two (2) Working

Days Department Manager

TOTAL: Twenty (20) Working days

Note:

All request for relocation of any Transmission Facilities will be endorsed to the Concessionaire (NGCP)

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ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF PROPERTY

SEGREGATION AND APPROVAL OF THE DEED OF PARTITION

Request letter asking for the confirmation and approval of the Subdivision Plan and the Deed of

Partition affected/traversed by any Transmission Assets and Facilities














Landowner

Approved Subdivision Plan with Narrative Technical Description

Landowner/ DENR-LMS

Deed of Partition Landowner



FEES

TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Request Letter



ROW OFFICER

Complete Requirements: N/A

66 | P a g e

Acknowledging the receipt of the Request Letter with information that request was endorsed to concerned ROW personnel for validation process


N/A

2. Waiting for the result of the validation

Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection & Reconnaissance 2.2 Field Instrumentation Identifying the Property Location &

the nearest Transmission assets

& facilities 2.3. Preparation of report

and endorse the approval of the subdivision plan and the Deed of Partition





3. Approval of the Subdivision Plan and the

Deed of Partition N/A


President and CEO


67 | P a g e

ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF REIMBURSEMENT

OF PERSONAL EXPENSES INCURRED IN TRANSFERRING OF CERTIFICATE

OF TITLE IN THE NAME OF NATIONAL TRANSMISSION CORPORATION

(TRANSCO)

Request letter asking for the reimbursement of personal expenses in the approval of

subdivision/segregation survey and titling of property affected/traversed by Transmission Assets

and Facilities






Original Owner’s Duplicate Copy of Certificate of Title (TCT) in the name of National Transmission Corporation

Landowner

Original Owner’s Duplicate Copy of Tax Declaration in the name of National Transmission Corporation

Landowner

Original or Certified True Copy of Official Receipt pertaining to the expenses sought to be reimbursed

Landowner

Detailed breakdown of expenses sought to be reimbursed

Landowner








Landowner

Approved Subdivision Plan Landowner/ DENR-LMS


68 | P a g e


PROCESSING

TIME

PERSON RESPONSIBLE

1. Request Letter


NONE

Twenty (20) Working Days

ROW OFFICER




Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection &

Reconnaissance of the Property Location & the nearest Transmission assets & facilities

2.2. Preparation of report and endorse the approval of the reimbursement



3. Receipt of payment 3. Approval of the Payment President and CEO

TOTAL: Twenty (20)

Working Days

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ROWLG-ROWMD: ROW PROCESS FOR THE REQUEST OF PROPERTY

SUBDIVISION/ SEGREGATION/ CONSOLIDATION OF SUBSTATION AND

OTHER RELATED FACILITIES

Request letter asking for the subdivision/segregation of the property affected/traversed by Transmission

assets and facilities














Landowner

Approved Subdivision Plan with Narrative Technical Description

Landowner/ DENR-LMS

Deed of Partition Landowner



FEES

TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Request Letter



ROW OFFICER

70 | P a g e


N/A


N/A


Validation Process: 2. Review, Verification and acknowledgement of submitted documents 2.1 Site Inspection & Reconnaissance 2.2 Field Instrumentation Identifying the Property Location &

the nearest Transmission assets

& facilities 2.3. Preparation of report

and endorse the approval of the subdivision plan and the Deed of Partition





3. Approval of the Subdivision Plan and the

Deed of Partition N/A


President and CEO


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ROWLG-ROWMD: ROW PROCESS TO ENTER INTO A COMPROMISE

AGREEMENT PHASE 1: REQUEST FOR VALIDATION OF COMPROMISE

AGREEMENT

Validation and Processing of the proposed Compromise Agreement



Type of Transaction: G2G – Government to Government



Copy of the Court Order/ Decision Transco-ROW Litigation Dept.

Copy of the Letter from the Claimant requesting to enter into a Compromise Agreement

Landowner/ Transco-ROW Litigation Dept.

Copy of the Approved Validation Report Transco-ROW Litigation Dept.


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit initial CA with attached required documents

1. Receipt of initial CA. 1.1 Review and comment

of CA 1.2 Recommendation for

approval of CA - If below 50M,

President. - If more than 50M,

Transco-Board. 1.3 Endorsement to

Litigation for appropriate action

NONE Twenty (20)

Working Days

Chief ROW Officer/ Division Manager/ Department Manager/ Approving Authority

TOTAL: Twenty (20)

Working Days

72 | P a g e

ROWLG-ROWMD: ROW PROCESS TO ENTER INTO A COMPROMISE

AGREEMENT PHASE 2: PROCESSING FOR PAYMENT OF JUST

COMPENSATION

Preparation and Signing of Deed of Sale







Approved Authority to Purchase Transco-ROW Litigation Dept.


PROCESSING TIME

PERSON RESPONSIBLE

Litigation Department to endorse approved Authority to Purchase (ATP)

9. Receipt of approved Authority to Purchase (ATP)

10. Preparation, review, and comment of DOAS

11. Finalization of DOAS.

NONE Twenty (20)

Working Days




Authority

Landowner to sign the Deed of Absolute Sale (DOAS)

1. Initials, signing and approval of DOAS by the landowner and Approving Authority

1. Notarization of Deed of

Absolute Sale

TOTAL: Twenty (20)

Working Days

Note:


2. Proceed to Phase 9 of External Process for the payment procedure.

73 | P a g e

TMG-SMD: DIVESTMENT OF SUB-TRANSMISSION ASSETS (STAs)

This pertains to the front-line service of the Sub-transmission Management Department (SMD)

which is pursuant to TransCo’s mandate under R.A. 9136 to divest STAs to qualified Distribution

Utilities (DUs), Electric Cooperatives (ECs) and Consortia. The processes include negotiation,

execution of contract, pre-filing/filing with the Energy Regulatory Commission, inspection of assets

up to the final and absolute takeover by the DUs/ECs/Consortia of the ownership/O&M of the assets.

We recognize our important role in serving and supporting our external customers every step of the

way.

Office or Division:

Sub-Transmission Management Department (SMD)

Classification:

Highly Technical


G2B - Government to Business Entities

Who may avail:

DUs, ECs, Consortia

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

During negotiation: Letter expressing intent to acquire STAs Single-line diagram List of DUs connected to the asset/s During the pre-filing stage: Board Resolution on the Acquisition of STAs Board Resolution Authorizing the General Manager and Board President to Represent the DU/EC/Consortia in the filing of the Joint Application, during the hearing and all stages until the execution of the Deed of Absolute Sale or Deed of Transfer of Possession Board Resolution on the Designated Counsel of Record Certificates of Posting from the Sangguniang Panlalawigan, Sangguniang Panlungsod/Sangguniang Bayan, as may be applicable Technical and Functional Criteria for STAs During the filing stage:

For Certificates of Posting: Local Government Units within the franchise area of the DU/EC/Consortium For the Affidavits of Publication: The Publishing Company/ies For Certifications from Suppliers/Members/Customers: The Suppliers/Members/Customers of the DU/EC/Consortium All Other Documentary Requirements: From the DU/EC/Consortium

74 | P a g e

Comparative Analyses Between NGCP’s Connection Charges/Residual Sub-transmission Charges and the Cost of Acquisition Franchise Description Affidavit/s of Witness/es Local newspaper showing the Joint Application with Affidavit of Publication One newspaper of general circulation showing the Joint Application, with Affidavit of Publication Certificate of Broadcast, as may be warranted Certificates of Posting from all the Local Government Units (LGUs) within the franchise area of the DU/EC/Consortium Certifications from the DU/EC/Consortium’s Members, Suppliers, Customers During hearings: Expository Presentation Compliances as may be required by the Energy Regulatory Commission Amended Judicial Affidavit/s of Witness/es as may be warranted under the circumstances During the execution of contract: Duly notarized Verification page of the Board President of the DU/EC/Consortium Annual Maintenance Program During the 20-year amortization period and conduct of inspections: Check payments Proofs of documentary stamp tax (DST) payments Records/documents showing compliance with the Maintenance Program

75 | P a g e

Authority granting access to concerned SMD staff for the conduct of inspections

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. DU/EC/Consortium expresses desire to acquire sub-transmission assets (STAs)

1. Survey DU’s interest in the acquisition of STAs

None 2 hours Manager, SDMD

Sr. Divestment Specialist, SDMD

2. DU/EC/Consortium submits to SMD its Audited Financial Statements as well as documents evidencing technical and financial capabilities

2. Assess DU’s technical and financial qualifications

None 4 hours Manager, SDMD

Sr. Divestment Specialist, SDMD

3. DU/EC/Consortium coordinates with SMD on the conduct of inspection of STAs and the valuation thereof

3. Inspection of STAs and Validation of SKM Valuation

None 3 days Manager, SDMD Sr. Divestment Specialist, SDMD Assigned inspectors

4. DU/EC/Consortium meets with SMD

4. Negotiation None 7 days TransCo Management Manager, SMD

Manager, SDMD

Corporate Legal Services Department (CLSD)

76 | P a g e

5. DU/EC/Consortium completes documentary requirements and submits Board Resolutions regarding 1) Acquisition of STAs, 2) Authorization of GM/BoD President, 3) Designation of counsel of record, if any

5. Gathering and collation of documents

5.1Drafting/finalization of Contract

5.2 Further

review/initials 5.3 Approval and

signature 5.4 Notarization of the

Verification of Pres. Matibag

None 7 days SMD CLSD/ROW and Legal Management Department Vice Presidents President and CEO Notary Public

6. DU/EC/Consortium (with assistance from its counsel of record or of TransCo’s counsel) submits required documents, Affidavits of Witness/es, Certificates of Posting, etc.

6. Pre-filing and Filing with the Energy Regulatory Commission of the Joint Application pertaining to the divestment of STAs

None 3 hours Manager, SDMD Sr. Divestment Specialist, SDMD Engineering Assistant A Corporate Legal Services Department (CLSD)

77 | P a g e

7. DU/EC/Consortium closely coordinates with SMD and CLSD

7. Hearings before the ERC, Filing of Compliances and Pleadings

None 2 hours Manager, SDMD Sr. Divestment Specialist, SDMD Manager, Corporate Legal Services Department (CLSD) and VP of ROW and Legal Management Department

8. DU/EC/Consortium opens its books and allows access to SMD

8. Ensuring DU’s compliance with the requirements on the turnover of STAs

None 1 hour Manager, SDMD Sr. Divestment Specialist, SDMD Corporate Attorney

9. Divested sub-transmission asset payment procedure

9. Acceptance and monitoring of monthly amortization payments of the DU

None 30 minutes Sr. Divestment Specialist, SDMD

10. DU/EC/Consortium effects payment of monthly amortization (for Lease Purchase Agreement) or one-time cash payment (for Contract to Sell)

10. Acceptance of full payment from DUs (pre-payment)

None 15 minutes Sr. Divestment Specialist, SDMD

None 17 days and 12 hours and 45 minutes

78 | P a g e

TMG-RAD-FFAD: Evaluation/Validation and Processing of Revenue Claims

of FIT-Eligible RE Developers

In accordance with TransCo’s mandate as the FIT-All Fund Administrator.

Office or Division: FIT-All Fund Administration Division


Type of Transaction: G2B – Government to Business Entity

Who may avail: FIT-Eligible Renewable Energy Developer


FIT Statement of Account (1 Original Copy) FIT-Eligible Renewable Energy Developer

Actual FIT Differential Invoice (1 Original Copy)

FIT-Eligible Renewable Energy Developer

Actual Cost Recovery Revenue (ACRR) Invoice (1 Original Copy)


Record of Meter Reading (1 Certified True Copy and 1 Electronic Copy)

Metering Service Provider

WESM Settlement Data (1 Electronic Copy) Independent Electricity Market Operator of the Philippines Inc. (IEMOP)

WESM Bill – For Luzon and Visayas (1 Certified True Copy)

Independent Electricity Market Operator of the Philippines Inc. (IEMOP)

Certified Statement of the Cost Recovery Rate/Weighted Average Generation Cost – For Mindanao (1 Certified True Copy)

Host Distribution Utilities


PROCESSING TIME

PERSON RESPONSIBLE

1. FIT-Eligible RE sends billing/ statement of account to FIT-All Fund Administrator on the 15th of the month covering previous month’s generation

1. Receiving of documents through personal delivery or through courier (including scanning and encoding in the TransCo Document System)

1.1. Verify completeness of documentary requirements such as FIT SOA and other attachments in accordance

None 4 hours

4 hours

1. TransCo Central Records Officer (TCRO) and thereafter forward to the Secretary or personnel concerned of the Regulatory Affairs Department (RAD)

1.1. Financial

Specialist, FIT-All Fund Administration Division (FFAD)

79 | P a g e

with the FIT-All Guidelines

1.2 Evaluate the computations of RE’s submitted FIT Statement of Account

2 Days

1.2 Financial Specialist/Sr. Financial Specialist A, FFAD

TOTAL

None 3 Days

1.3 On the 30th or 31st day of the month, consolidate the Total RE Developers Claim for the succeeding Payment Date based on actual RE billings on hand.

1.4 Consolidate

and validate Report of Collections

1.5 Prepare Fund Allocation based on the Report of Collection

1.6 Verify

Availability of Funds

1.7 Prepare

Summary of Disbursements & Secure confirmation of Funds Availability with LBP

1.8 Prepare and

accomplish

3 Hours

2 Hours

3 Hours

2 Hours

2 Hours

1 Day

1.3 Financial Specialist/Sr. Financial Specialist A, FFAD

1.4 Sr. Financial Specialist A/Corporate Staff Specialist A, FFAD

1.5 Corporate Staff

Specialist A or Division Manager, FFAD

1.6 Sr. Financial

Specialist A, FFAD

1.7 Sr. Financial

Specialist A, FFAD

1.8 ALL concerned examiners and

80 | P a g e

Disbursement Vouchers

1.9 Prepare Payment Instruction to Trustee Bank

1.10 Transmit/ deliver Payment Instruction to the Trustee Bank

1 Day

4 Hours

authorized signatories

1.9 ALL

concerned examiners and authorized signatories

1.10 Financial

Specialist/Sr. Financial Specialist A, FFAD

TOTAL

4 Days

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TMG-RAD-FFAD: Execution of the Renewable Energy Payment Agreement

(REPA) between TransCo and FIT-Eligible Renewable Energy Developer

In accordance with TransCo’s mandate as FIT-All Fund Administrator.

Office or Division: FIT-All Fund Administration Division

Classification: Highly Technical

Type of Transaction: G2B – Government to Business Entity

Who may avail: FIT-Eligible Renewable Energy Developer


1. FOR SIGNING OF REPA

1.1 Articles of Incorporation and By-Laws (1 Certified True Copy)


1.2 Board Resolution/Secretary's Certificate (Authority to sign REPA)

(1 Original Copy) FIT-Eligible Renewable Energy Developer

1.3 DOE Certificate of Registration (1 Certified True Copy)

Department of Energy (DOE)

1.4 RE Service/Operating Contract (1 Certified True Copy)


1.5 DOE Certificate of Endorsement/ Nomination for FIT Eligibility (1 Certified True Copy)


2. FOR EFFECTIVITY OF REPA

2.1 Signed REPA with Reference Code (1 Certified True Copy)


2.2 FIT Certificate of Compliance (1 Certified True Copy)

Energy Regulatory Commission (ERC)

2.3 Metering Service Agreement (1 Certified True Copy)

Metering Service Provider

2.4 Connection Agreement (1 Certified True Copy)

National Grid Corporation of the Philippines (NGCP)/Distribution Utilities where it is embedded

2.5 Transmission Service Agreement (1 Certified True Copy)

National Grid Corporation of the Philippines (NGCP)

2.6 BOI Certificate of Registration (1 Certified True Copy)

Board of Investments (BOI)

2.7 BIR Certificate of Registration (1 Certified True Copy)


2.8 Market Participation Agreement (1 Certified True Copy)

Wholesale Electricity Spot Market (WESM)

2.9 WESM Settlement Information Sheet naming FIT-All Account (1 Certified True Copy)


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2.10 Renewable Energy Supply Agreement (RESA), as applicable (1 Certified True Copy)


2.11 Nomination of the RE's Receiving Bank (Secretary’s Certificate) (1 Original Copy)


2.12 Amendments/Revisions/Extension of any of documents earlier submitted for signing of REPA (1 Certified True Copy)


2.13 Letter Approval of Registration in the WESM (1 Certified True Copy)


2.14 WESM Registration Information Sheet (1 Certified True Copy)



PROCESSING TIME

PERSON RESPONSIBLE

SCENARIO I - WITH COMPLETE REQUIREMENTS FOR MAKING REPA EFFECTIVE

1. Fill-out the checklist of requirements for signing of REPA (FM-T-FA-04 Rev.0), and checklist of requirements for effectivity of REPA (FM-T-FA-05 Rev.1) which can be downloaded from the TransCo website and submit the required documents together with the duly signed copy of the checklist

1. Receive the duly signed checklist including all necessary documents submitted by RE Developer and transmit to the Department Manager

1.1 Peruse the submission of RE Developers and assign to Manager, FIT-All Fund Administration Division (FFAD)/Corporate Staff Specialist A, FFAD for appropriate action

1.2 Evaluate the submission in accordance with the Checklist and coordinate with RE Developer as needed

1.3 If documents submitted are complete, prepare

None 4 hours

4 hours

1 day

4 hours

1. Secretary, Regulatory Affairs Department (RAD)

1.1 Department Manager, RAD

1.2 Corporate Staff Specialist A/ Division Manager, FFAD

1.3 Corporate Staff

83 | P a g e

four (4) original copies of REPA, assign control number and stamp date of release of REPA

1.4 Affix initials in the internal REPA (4 sets) and Monitoring Sheet and approve for release to RE Developer for signature

1.5 Advise RE Developer, via email or call, to pick up the copies of REPA and to have it signed by the authorized signatories and notarize thereafter at RE’s end

1 day

4 hours

Specialist A/ Division Manager, FFAD



2. RE Developer returns the signed and notarized REPA to TransCo

2. Receive the signed and notarized REPA and transmit to the concerned Department Manager

2.1 Peruse the submission of RE Developers and assign to Division Manager/ Corporate Staff Specialist A, FFAD for appropriate action

2.2 Check and review the signatures and notarial page of the REPA upon the return of the copies thereof by the RE Developer.

2.3 Affix initials and signatures of the

None 4 hours

2 hours

4 hours

5 days

2. Secretary, RAD/ Corporate Staff Specialist A/



84 | P a g e

concerned TransCo officials/signatories

2.4 Transmit duly signed copies of REPA to Legal Department for notarization

2.5 Notarize the REPA

2.6 Advise RE Developer to pick-up the duly signed and notarized REPA or send via courier for those RE Developers located outside Metro Manila area.

2.7 Prepare letter to RE Developer/s confirming complete submission of documents and effectivity of REPA and likewise inform WESM for its remittance of ACRR to TransCo.

2 hours

1 day

4 hours

2 days

2.3 ALL concerned and authorized officials/ signatories

2.4 Secretary, RAD

2.5 Corporate Attorney III

2.6 Secretary, RAD


TOTAL: None 15 days

SCENARIO II - WITH COMPLETE REQUIREMENTS FOR SIGNING OF REPA BUT NO FIT CERTIFICATE OF ELIGIBILITY AT THE TIME OF SIGNING

1. Fill-out the checklist of the requirements for signing of REPA (FM-T-FA-04 Rev.0) which can be downloaded from the TransCo website and submit the required documents together with the duly signed copy of the checklist.

1. Receive the duly signed checklist including all necessary documents submitted by RE Developer and transmit to the Department Manager.

1.1 Peruse the submission by RE Developers and assign to Division

None 4 hours

4 hours

1. Secretary, RAD


85 | P a g e

Manager/ Corporate Staff Specialist A-FFAD for appropriate action.

1.2 Evaluate the submission in accordance with the Checklist and coordinate with RE Developer as needed.

1.3 If documents submitted are complete, prepare four (4) original copies of REPA, assign control number and stamp date of release of REPA.

1.4 Affix initial the internal REPA (4 sets) and Monitoring Sheet and approve for release and signature by RE Developer

1.5 Advise RE Developer, via email or call, to pick up the copies of REPA and to have it signed by the authorized signatories and notarize thereafter at RE’s end.

2 days

4 hours

1 day

4 hours


1.3 Corporate Staff Specialist A/Division Manager, FFAD


1.5 Corporate Staff Specialist A/Division Manager FFAD

2. RE Developer returns the signed and notarized REPA to TransCo.

2. Receive the signed and notarized REPA and transmit to the concerned Dept. Manager.

2.1 Peruse the submission of RE Developers and assign to Division Manager/

None 4 hours

2 hours

2. Secretary, RAD


86 | P a g e

Corporate Staff Specialist A, FFAD for appropriate action.

2.2 Check and review the signatures and notarial page of the REPA upon the return of the copies thereof from the RE Developer. 2.3 Affix initials and signatures on the part of TransCo. 2.4 Transmit duly signed copies of REPA to Legal Department for notarization. 2.5 Notarize the REPA 2.6 Advise RE Developer to pick-up the duly signed and notarized REPA or send via courier for those RE Developers located outside Metro Manila area.

4 hours

5 days

2 hours

1 day 4 hours



2.4 Secretary, RAD

2.5 Corporate Attorney III

2.6 Corporate Staff Specialist A/Division Manager, FFAD

3. For the Effectivity of REPA, the RE Developer should fill-out the checklist of the requirements for effectivity of REPA (FM-T-FA-05 Rev.1) and submit the required documents together with the duly signed copy of the checklist.

3. Receive the signed and notarized REPA and transmit to the concerned Dept. Manager.

3.1 Check the documents submitted by RE Developers and assign to Division Manager /Corporate Staff Specialist A-FFAD for appropriate action.

None 4 hours

4 hours

1 day

3. Secretary, RAD


87 | P a g e

3.2 Evaluate the documents submitted vis-à-vis the Checklist and coordinate with RE Developer as may be needed.

3.3 Upon validation of complete submission, prepare letter to RE Developer confirming complete submission of documents and effectivity of REPA likewise inform WESM for its remittance of ACRR to TransCo.

5 days



TOTAL: None 20 days

88 | P a g e

TMG-UMD-AFAB: ELECTRIC POWER SERVICE CONNECTION

Customers applying for Permanent or Temporary Power Connection are required to pay Meter/Bill

Deposit, based on the assessment of the Energy Audit Group, and Tapping Fee (P500.00 for

Industrial Customers, P250.00 for Commercial Customers and P50.00 for Residential). Deposits

are refundable upon permanent disconnection.

Office or Division: Utility Management Department – Authority of the Freeport Bataan


Type of Transaction: G2C – Government to Citizen / G2B – Government to Business Entity

Who may avail: AFAB Registered Locators, Commercial Customers, Residents and Contractors


Application for Electrical Service Connection (Form FM-T-UM-05A)

TransCo-AFAB office, 3rd Floor, Administration Bldg.

Additional Requirements for Locators:

• Business Registration (Photocopy)

• Electrical Load Plan/Schedule

• Electrical Plan

• Certificate of Electrical Inspection

• Zero-Rated VAT Certificate (optional)

Registration Division, AFAB Provided by the Applicant Provided by the Applicant Infrastructure and Maintenance Division, AFAB

Registration Division, AFAB

Additional Requirements for Commercial Customers:

• Business Registration (Photocopy)

• Electrical Load Plan/Schedule

• Zero-Rated VAT Certificate (optional)

Registration Division, AFAB Provided by the Applicant Registration Division, AFAB

Additional Requirement for Residential Customers:

• Notice of Award or Lease Contract (Photocopy)

Community Services Division, AFAB

Additional Requirements for Contractors:

• Letter of Request

• Proof of Contract (i.e. Notice to Proceed, Work/Job Order, Purchase Order)

Provided by the Applicant Contracting Agency


PROCESSING

TIME

PERSON RESPONSIBLE

1. Submit Filled-up Application for Power Service Connection (FM-T-UM-05A)

1. Receive application and verify completeness of requirements

1.1. Confirmation of

Freeport

None

None

5 minutes

1 day

Corporate Staff Assistant

Head, AFAB-FFD

89 | P a g e

Facilities Dept. of AFAB

1.2. Assessment and

site inspection

1.3. Prepare meter/ bill deposit computation and recommend for approval

1.4. Final approval of

application

1.5. Notify customer of approved application

None

None

None

None

2 days

1 day

3 days

5 minutes

Energy Audit Group

Principal Engr. C

and Division Manager

AFAB Chairman and Administrator

Corporate Staff

Assistant

2. Payment of Deposit and Tapping Fee

2. Issuance of Official Receipt

2.1 Installation of

meter

Based on computation

None

5 minutes

1 day

Sr. Cashier B / Collection Officer

Energy Audit

Group

TOTAL: 8 days and 15 minutes

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TMG-UMD-AFAB: PAYMENT OF POWER BILLS

Power Bills issued by the Agency are for registered locators, commercial and residential customers

within the Freeport Area of Bataan. Due date is every 25th of the succeeding month, or the next

working day if it falls on a Saturday, Sunday or Holiday. Twelve percent (12%) interest per annum

will be charged to all overdue accounts computed based on a 360-day year.

Office or Division: Utility Management Department – Authority of the Freeport Bataan


Type of Transaction: G2C – Government to Citizen / G2B – Government to Business Entity

Who may avail: All power consumers of the Freeport Area of Bataan


Queuing Number Frontdesk at Ground Floor, AFAB Admin. Bldg.

Copy of Power Bill (optional) Distributed Monthly to customers


PROCESSING TIME

PERSON RESPONSIBLE

1. Secure Queuing Number and wait for the assigned number to be called.

1. Assist/Guide customer, if necessary

None 1 minute AFAB Front desk / Collection Officer

2. Verify Outstanding Account

2. Verification of Customer Ledger

None 2 minutes Sr. Cashier B / Collection Officer

3. Payment of Power Bill/s

3. Issuance of Official Receipt

Based on Bill

2 minutes per transaction

Sr. Cashier B / Collection Officer

TOTAL: 5 minutes

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Head Office

Internal Services

92 | P a g e

OCS: Issuance of Secretary’s Certificate, Board Instructions, Certified Copies

of Board Resolutions and Excerpts of the Minutes of the Meetings

The Office of the Corporate Secretary ensures the integrity of the governance framework, being

responsible for the efficient administration of National Transmission Corporation, guaranteeing

compliance with the statutory and regulatory requirements. In addition, it is tasked to dutifully

maintain corporate records, and ensure that the creation and contents of these records truly and

accurately reflect the decisions and directives of the Board.

Office or Division: Office of the Corporate Secretary



Who may avail: All TransCo Internal Customers (Employees, Group, Department, Division)


Document Request Form (DRF) Office of the Corporate Secretary (OCS)


PROCESSING TIME

PERSON RESPONSIBLE

1. Secure one (1) copy of the Document Request Form from the OCS

1. Issuance of the Document Request Form to the client

None 1 Minute

Liaison Officer, Or

Corporate Staff Assistant B

or Administrative

Officer A

2. Returns to the OCS the accomplished DRF

2.1 Form should be signed by the Head of the requesting Department/ Division

2. Receives the accomplished DRF

None 1 Minute


or Corporate Staff

Specialist C

3. Waits for the release of the document/s requested

3. Reviews and checks for the completeness of the accomplished DRF

3.1 Document/s will be retrieved from

None

3 Minutes

Corporate Staff

Specialist C

93 | P a g e

the records and/or prepare the draft certification/document/s for the approval/ signature by the Corporate Secretary

3.2 The accomplished

DRF together with the Document/s requested shall be forwarded to the Corporate Secretary for approval/ signature

3.3 The Corporate

Secretary will evaluate, review approve and sign the requested document/s

50 Minutes

10 Minutes

15 Minutes

Corporate Staff

Specialist C

Corporate Staff Specialist C

Corporate Secretary

4. Receives the Document/s requested

4. Document/s requested is/are released to client

4.1 Client will sign on the DRF as proof of receipt of the requested document/s

4.2 OCS will file the DRF on its records

None

1 Minute

1 Minute

3 Minutes




TOTAL: None 1 Hour and 25

Minutes

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OP-PSDD-CISITD: IS Support

Support and maintain the existing TransCo application systems and generate the Ad-hoc reports

for all cost centers.

Office or Division: Corporate IS/IT Division



Who may avail: TransCo Employees


E-mail request (1 email request) CISITD


PROCESSING TIME

PERSON RESPONSIBLE

1. Email request must indicate the following information: a) Specify the

Application System requested

b) Name of the Employee

1. Grant user access

None 2 hours

Chief IS/IT Specialist

or Sr. IS Specialist

or Programmer III

or Information Data

Analyst or

Information Analyst II

2. Request for additional and enhancement of the report

2. If basic Report, after creation or modification, CISIT will inform the employee thru email

None 2 days



or Programmer III

or Information Data

Analyst or


2.1 If Complex Report, after creation or modification, CISIT will inform the employee thru email

None 4 days



or Programmer III

95 | P a g e

or Information Data

Analyst or


3. Employee validates the requested report

3. If there are fixes, CISIT will apply the fix and inform the employee thru email

None 2 days



or Programmer III

or Information Data

Analyst or


4. Employee acknowledges the completed request

None

TOTAL: none 6 days & 2 hours (max.)

96 | P a g e

OP-PSDD-CISITD: IT Support

Support and maintain TransCo ICT Infrastructure including Application servers, Data Center, IT

Network Security, ICT Procurement, Email-server, and hardware technical support.

Office or Division: Corporate IS/IT Division (CISITD)



Who may avail: TransCo Employees


Job Request Form (1 copy) CISITD


PROCESSING TIME

PERSON RESPONSIBLE

1. Employee calls CISIT for technical support

1. CISIT answers the call and visit the employee. 1.2 CISIT diagnose the problem reported.

None 1 hour

Sr. IT Specialist or

IT Analyst or


2. Employee fills out the Job Request Form

2. If the problem reported is complex, the hardware unit will be removed from the employee’s workstation and further troubleshooting will be done at CISIT.

None 2-3 days


IT Analyst or


2.1 If the problem reported is simple, CISIT will fix the problem immediately upon visit.

None 1 day


IT Analyst or


3. Employee signs the Job Request Form once IT Support completes the service

3. CISIT files the signed Job Request Form

None 1 hour


IT Analyst or


TOTAL: None 4 days & 2 hours (max.)

97 | P a g e

RMSG-FSD-FPTD: Processing of Payment thru Issuance of Corporate Check

Prepare and sign check/s based on the pre-audited disbursement vouchers and in accordance

with the approved Manual of Approvals (MOA).

Office or Division: Financial Planning and Treasury Division (FPTD)



G2G – Government to Government

Who may avail: All TransCo Personnel


Original Approved and Pre-audited Disbursement Voucher (DV) with all supporting documents

General Accounting Division (GAD), Financial Services Department (FSD)


PROCESSING TIME

PERSON RESPONSIBLE

1. GAD -forward the original approved pre-audited disbursement voucher with all supporting documents to FPTD

1. Receive the approved and pre-audited disbursement voucher with all supporting documents and stamp “Received” 1.1 Check the net

amount due vis-à-vis coding sheet and check completeness of signatories

1.2 Allocate fund 1.3 Encode the funded

DV in the Corporate Fund Management System (CFMS)

1.4 Prepare and attach the routing slip

None

30 minutes

Sr. Financial Specialist B, FPTD

98 | P a g e

1.6 Receive, review funded DV and encode details in the CFMS

1.7 Print check and attach to the DV

1.8 Print the transmittal

and route for signature

1.9 Prepare the bank

advice (statement of checks prepared)

None

2 hours

Sr. Financial Analyst (Cashier), FPTD

1.10 Review and sign the check in accordance with the MOA

1.11 Review and

countersign check in accordance with the MOA

1.12 Sign the bank

advice

1.13 Forward the signed bank advice to the depository bank

None

1 hour

1 hour

10 minutes

10 minutes

Sr. Financial Specialist A or Division Manager, FPTD Sr. Financial Specialist A or Division Manager, GAD Division Manager, FPTD Sr. Financial Analyst (Cashier), FPTD

1.14 Prepare the Certificate of

Creditable Withholding Taxes (BIR forms 2306 and 2307)

1.15 Review and sign the Certificate of Creditable Withholding Taxes (BIR forms 2306 and 2307)

None 2 hours

20 minutes

Financial Analyst A, Financial Reporting and Tax Compliance Division (FRTCD)

Division Manager, FRTCD

1.16 Notify thru e-mail the person responsible (end-user/group/

None 10 minutes


99 | P a g e

division where the DV originates) on the availability of check for release

TOTAL: 7 hours and 20 minutes

100 | P a g e

RMSG-FSD-FPTD: Processing of Payment thru Issuance of Manager’s Check

(MC)

Prepare Payment Instruction (PI) based on the pre-audited disbursement vouchers and in

accordance with the approved Manual of Approvals (MOA).

Office or Division: Financial Planning and Treasury Division (FPTD)






Original Approved and Pre-audited Disbursement Voucher (DV) with all supporting documents

General Accounting Division (GAD), Financial Services Department (FSD)


PROCESSING TIME

PERSON RESPONSIBLE

1. GAD -forward the original approved pre-audited disbursement voucher with all supporting documents to FPTD

1. Receive the approved and pre-audited disbursement voucher with all supporting documents and stamp “Received” 1.1 Check the net amount due vis-à-vis coding sheet and check completeness of signatories

1.2 Allocate fund 1.3 Prepare Payment

Instruction (PI) thru the Management Corporate Fund Management System (CFMS)

1.4 Prepare and attach the routing slip

None

30 minutes

Sr. Financial Specialist B, FPTD

101 | P a g e

1.5 Review, check and initial

1.6 Review, initial or

sign in accordance with the MOA

20 minutes

20 minutes

Sr. Financial Specialist A, FPTD Division Manager, FPTD

1.7 Review, sign accordance with the MOA

1.8 Examine, verify

1.9 Review, verify and initial

1.10 Review and counter-sign in accordance with the MOA

1.11 Approve/Sign PI – (ROW claims only)

None

20 minutes

1 hour

20 minutes

20 minutes

2 days

Department Manager, FSD Financial Specialist, GAD Sr. Financial Specialist A, GAD Division Manager, GAD or Vice President, RMSG President and CEO, TransCo

1.12 Forward the signed payment instruction to Landbank

1.13 Prepare the

Manager’s Check (MC)

1.14 Receive MC from

Landbank

1.15 Prepare the Certificate of

Creditable Withholding Taxes (BIR forms 2306 and 2307)

1.18 Review and sign

the Certificate of Creditable Withholding Taxes (BIR

None

10 minutes

2 hours

10 minutes

1 hour and 30 minutes

Sr. Financial Specialist B, FPTD Landbank, NPC-Branch Sr. Financial Specialist B, FPTD Financial Analyst A, Financial Reporting and Tax Compliance Division (FRTCD)

102 | P a g e

forms 2306 and 2307)

10 minutes Division Manager, FRTCD

1.19 Notify thru e-mail the person responsible (end-user/group/ division where the DV originates) on the availability of MC for release

None 10 minutes


TOTAL: 2 days, 7

hours and 20 minutes

103 | P a g e

RMSG-FSD-FPTD: Releasing of Cash Payment

Release of cash to TransCo employees for payment of personal claims.




Who may avail: TransCo employees


Original approved pre-audited cash Disbursement Voucher

General Accounting Division (GAD)

Principal

Original TransCo Issued Identification Card (ID) or Government Issued ID

TransCo issued ID, BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig

Representative

Authorization Letter from the principal claimant

Principal claimant

(1) Photocopy of TransCo Issued ID or Government Issued ID

Company issued ID, BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig

Original Company ID or Government Issued ID of the authorized representative

One (1) Photocopy of the original ID presented

Company issued ID, BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig


PROCESSING TIME

PERSON RESPONSIBLE


window and

present/submit the pre-

audited disbursement

voucher and other

required documents

1. Receive, check

the

Disbursement

Voucher

including other

documents

presented

1.1. Hand over the cash to the claimant or representative


2. Receive the cash 2.1 Sign the

Disbursement Voucher on the

2. Record the payment of pre-audited Disbursement Voucher in the Corporate Fund


104 | P a g e

‘Received Payment’ portion

Management System (CFMS)

TOTAL: 25 minutes

105 | P a g e

RMSG-FSD-FPTD: Releasing of Check Payment - Employees

Release of check to TransCo employees for payment of personal claims.






Principal

One (1) Original Government Issued ID or Company ID



Representative

Authorization Letter from the principal claimant or Special Power of Attorney (SPA)

Principal claimant

One (1) Photocopy of Government Issued ID or Company ID of the principal claimant with original signature

BIR, Post Office, DFA, PSA, SSS, GSIS, Pag-Ibig or TransCo issued ID

One (1) Original Government Issued ID or Company ID of the authorized representative One (1) Photocopy of the original ID presented



PROCESSING TIME

PERSON RESPONSIBLE


window and

present/submit the

required documents

1. Receive, verify

the documents

presented to

ensure that

check payment

is released to

valid/ authorized

claimant/

representative

1.1. Hand over the disbursement voucher and



PROCESSING TIME

PERSON RESPONSIBLE

106 | P a g e

photocopy of check to the claimant/ authorized representative

2. Sign the disbursement voucher on the ‘Received Payment’ portion

2. Check the signature on the disbursement voucher

2.1 Release the

check to the client


3. Receive the check 3.1 Sign the Statement of

Checks Prepared and provide other information required

3. Record the release of check in the Corporate Fund Management System (CFMS)


TOTAL: 50 minutes

107 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Advertising and

Publication

All corporate disbursements shall undergo pre-audit processing before payments are made and

shall be recorded in the books of accounts. Pre-audit is the examination of documents supporting

the disbursement transaction in accordance with government laws, rules and regulations, including

corporate policies.

Office or Division:

General Accounting Division

Classification: G2G – Government to Government


Simple

Who may avail: All Cost Center


As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Additional documents for tax purposes.

- Certificate of Registration from BIR - Certificate of Tax exemption or /its

equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption

Cost Center concerned


PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of DV with complete supporting documents

1. Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners

none

1 hour

Financial Analyst

1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents. -Pre-Audit and

none 2 days

Financial Specialist/ Examiner/ Supervisor/ Division Manager

108 | P a g e

examine claim and affix initial/signature in the appropriate box of DV

per Manual of Approvals (MOA)

1.4 Prepare coding sheets - Ensure correct codes, Affix initial/signature in the appropriate box.

none 2 hours

Financial Specialist/ Examiner/ Supervisor/ Manager

1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/signature to signify funds availability in the appropriate box of the DV

none 2 hours

Sr. Financial Specialist / Supervisor/ Division Manager per MOA

1.6 Review/approve pre-audited claim

none 1 hour

Financial Specialist/ Examiner/Supervisor/Division Manager per MOA

1.7 Release claim – Record audited claim. Forward to concerned/ proper signatory in Box C. Forward to FPTD

none

30 mins (for recording) 15 mins (for forwarding) 15 mins (forwarding to FPTD)

Financial Analyst

TOTAL: 2 days 7

hours

109 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Airfare, Supplies

and Equipment sourced thru DBM-Procurement Service




corporate policies.

Office or Division:




Complex

Who may avail: Procurement Management Division/General Services Division


As enumerated in Transco’s Disbursement Control Manual and COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Tickets and Boarding pass Summary of Bookings Justification for rebooking/cancellation Travel Order/Office Order

Procurement Management Division/General Services Division/Cost Center concerned


PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst

1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents. -Pre-Audit and examine claim and

none 6 days

Financial Specialist/ Examiner/ Supervisor/ Division Manager per Manual of Approvals (MOA)

110 | P a g e

affix initial/signature in the appropriate box of DV


none 2 hours

Financial Specialist/Examiner/Supervisor/Manager


none 2 hours



none 2 hours

Financial Specialist/ Examiner/ Supervisor/ Division Manager per MOA


none


Financial Analyst

TOTAL: 7 days

111 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Annual Physical

Examination /Executive Check-up




corporate policies.

Office or Division:




Complex

Who may avail: Human Resources and Administrative Department



- Certificate of Registration from BIR - Certificate of Tax exemption or its


Human Resources and Administrative Department


PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst

1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents.

-Pre-Audit and

none 5 days


112 | P a g e




none 2 hours



none 3 hours



none 1 day



none


Financial Analyst

TOTAL: 6 days 7

hours

113 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Consulting

Services




corporate policies.

Office or Division:




Complex








PROCESSING TIME

PERSON RESPONSIBLE


1.Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners

none

1 hour

Financial Analyst

1.3 Examine claim

- ensure the validity of claim. Ensure the completeness of

none 5 days


114 | P a g e

Supporting documents. -Pre-Audit and examine claim and affix initial/ signature in the appropriate box of DV



none 2 hours



none 3 hours



none 1 day



none


Financial Analyst

TOTAL: 6 days 7

hours

115 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – General Support

Services (Janitorial, Security, Maintenance, and similar services)




corporate policies.

Office or Division:




Complex

Who may avail: Human Resources and Administrative Department


As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and Revised IRR of RA 9184 and its amendments Certificate of Registration from BIR

Human Resources and Administrative Department


PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst

1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents. -Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV

none 5 days


none 2 hours Financial Specialist/

116 | P a g e


Examiner/ Supervisor/ Manager


none 3 hours



none 1 day



none


Financial Analyst

TOTAL: 6 days 7

hours

117 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Infrastructure




corporate policies.

Office or Division:




Highly Technical






Cost Center Concerned


PROCESSING TIME

PERSON RESPONSIBLE


1.Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring. 1.2 Assign DV number and forward to Pre-Audit Examiners

None 1 hour

Financial Analyst

1.3 Examine claim - ensure the validity of claim. Ensure the completeness of Supporting documents. -Pre-Audit and examine claim and

none 7 days


118 | P a g e



none 2 hours


1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/ signature to signify funds availability in the appropriate box of the DV

none 3 hours



none 1 day



none


Financial Analyst

TOTAL: 8 days 7

hours

119 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Light and Water




corporate policies.

Office or Division:




Simple

Who may avail: General Services Division/ Satellite Office







PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst

1.3 Examine claim -ensure the validity of claim. Ensure the completeness of supporting documents. -Pre-Audit and examine claim and

none 2 days

Financial Specialist/Examiner/Supervisor/Division Manager per Manual of Approvals (MOA)

120 | P a g e



none 1 hour



none 2 hours



none 2 hours



none


Financial Analyst

TOTAL: 2 days 7

hours

121 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Other Services

(Application for various Licenses, Registration for Seminar/Convention and

other External Programs)




corporate policies.

Office or Division:




Simple








PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst


none 2 days

Financial Specialist/Examiner/Supervisor/Division Manager per

122 | P a g e

-Pre-Audit and examine claim and affix initial/signature in the appropriate box of DV

Manual of Approvals (MOA)


none 2 hours



none 2 hours



none 1 hour



none


Financial Analyst

TOTAL: 2 days 7

hours

123 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Procurement of

Goods (Supplies, Equipment and Motor Vehicle)




corporate policies.

Office or Division:




Complex




- Certificate of Registration from BIR - Certificate of Tax exemption and its




PROCESSING TIME

PERSON RESPONSIBLE


1.Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners

none

1 hour

Financial Analyst


-Pre-Audit and

none 5 days


124 | P a g e




none 2 hours



none 3 hours


1.6 Review/approve pre- audited claim

none 1 day



none


Financial Analyst

TOTAL: 6 days 7

hours

125 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Refund of Bid

Bond/Bond Security/ Performance Bond




corporate policies.

Office or Division:




Simple

Who may avail: Procurement Management Division


As enumerated in Transco’s Disbursement Control Manual and COA Circular No. 2012-01 and its amendments

Procurement Management Division


PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst



none 2 days

Financial Specialist/ Examiner/ Supervisor/Division Manager per Manual of Approval (MOA)


none 2 hours


126 | P a g e


none 2 hours



none 1 hour



none


Financial Analyst

TOTAL: 2 days 7

hours

127 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Reimbursement

of Meals and other Miscellaneous expense




corporate policies.

Office or Division:




Simple

Who may avail: All Cost Center/Employee


As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and its amendments and BIR compliant Receipts/Invoices

Cost Center/Employee concerned


PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst



none 2 days


1.4 Prepare coding sheets - Ensure correct codes,

none 2 hours


128 | P a g e

Affix initial/signature in the appropriate box.


none 2 hours



none 1 hour



none


Financial Analyst

TOTAL: 2 days 7

hours

129 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Reimbursement

of Tuition Fees/including Terminal and Separation pay




corporate policies.

Office or Division:




Complex

Who may avail: HR Management and Development Division/Employee


As enumerated in Transco’s Disbursement Control Manual, and COA Circular No. 2012-01 and its amendments and BIR compliant receipts/invoices

HR Management and Development Division/Employee concerned


PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst



none 6 days



none 2 hours

Financial Specialist/ Examiner/ Supervisor/

130 | P a g e

Affix initial/ signature in the appropriate box.

Division Manager per MOA

1.5 Certify Funds Availability – Refer to Budget monitoring file. Affix initial/ signature to signify funds availability in the appropriate box of the DV

none 2 hours

Sr. Financial Specialist /Immediate Supervisor/ Division Manager per MOA


none 1 hour



none


Financial Analyst

TOTAL: 6 days 7 hours

131 | P a g e

RMSG-FSD-GAD: Processing of Corporate Disbursements – Rental Contract

for Venue/ Vehicle/ Equipment and similar activities, and Repair and

Maintenance (Equipment and Motor Vehicles)




corporate policies.

Office or Division:




Complex








PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst


none 5 days

Financial Specialist/ Examiner/ Supervisor/Division Manager per

132 | P a g e


Manual of Approvals (MOA)


none 2 hours

Financial Specialist/ Examiner / Supervisor/ Manager


none 2 hours



none 1 day



none


Financial Analyst

TOTAL: 6 days 6

hours

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RMSG-FSD-GAD: Processing of Corporate Disbursements – Revolving

Fund/Working Fund (Cash Advance, Replenishment and Liquidation)




corporate policies.

Office or Division:




Complex



As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and its amendments and BIR compliant Receipts/Invoices

Cost Center/Employee concern


PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst



none 5 days



none 1 day


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Affix initial/signature in the appropriate box.


none 3 hours



none 2 hours



none


Financial Analyst

TOTAL: 6 days 7 hours

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RMSG-FSD-GAD: Processing of Corporate Disbursements – ROW Claims




corporate policies.

Office or Division:




Highly Technical

Who may avail: ROW-Legal group


As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and IRR of RA 8974 and RA 10752 (as applicable), and its amendments Certification from the Bank/its equivalent with regard to the non-withdrawal of provisional deposit (for expropriation cases) Additional documents If the landowner is a Corporation/Company.

- Certificate of Registration from BIR (if the landowner is a corporation)

- Certification as to the classification of the land whether ordinary or capital asset.

- Certificate of tax exemption or its equivalent document issued by the BIR/other govt. agencies if the company is claiming tax exemption

Right-Of-Way - Legal Group


PROCESSING TIME

PERSON RESPONSIBLE


1.Check claimant/s name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/Disbursement Control System (DCS) for proper monitoring

none 1 hour Financial Analyst

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1.2 Assign DV number and forward to Pre-Audit Examiners

1.3 Examine claim -ensure the validity of claim. Ensure the completeness of Supporting documents.


none 7 days


1.4 Prepare coding sheets - Ensure correct codes, Affix initial/ signature in the appropriate box.

none 2 hours



none 3 hours



none 2 days



none


Financial Analyst

TOTAL: 9 days and 7 hours

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RMSG-FSD-GAD: Processing of Corporate Disbursements – Salary, Employee

Benefits and Statutory Remittances




corporate policies.

Office or Division:




Simple

Who may avail: HR Management and Development Division/Employee


As enumerated in Transco’s Disbursement Control Manual, and COA Circular No. 2012-01 and its amendments

HR Management and Development. Division/ employee concerned


PROCESSING TIME

PERSON RESPONSIBLE


1. Check claimants’ name, nature of claim, amount of claim and authorized signatories per MOA. 1.1 Input information in the record/ Disbursement Control System (DCS) for proper monitoring 1.2 Assign DV number and forward to Pre-Audit Examiners

none

1 hour

Financial Analyst



none 2 days



none 4 hours

Financial Specialist/ Examiner/ Supervisor/

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Division Manager per MOA


none 1 hour

Sr. Financial Specialist /Immediate Supervisor/ Division Manager per MOA


none 1 hour



none


Financial Analyst

TOTAL: 3 days

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RMSG-FSD-GAD: Processing of Corporate Disbursements – Telephone,

Cellphone and Cable Charges




corporate policies.

Office or Division:




Complex

Who may avail: General Services Division/Satellite Office





General Services Division/Satellite Office


PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst


-Pre-Audit and

none 5 days


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none 2 hours



none 3 hours



none 1 day



none


Financial Analyst

TOTAL: 6 days 7

hours

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RMSG-FSD-GAD: Processing of Corporate Disbursements – Travel (Cash

Advance, Liquidation and Reimbursement)




corporate policies.

Office or Division:




Complex

Who may avail: All Cost Center/employee


As enumerated in Transco’s Disbursement Control Manual, COA Circular No. 2012-01 and its amendments and Transco Circular 2019-11

Cost Center/employee concerned


PROCESSING TIME

PERSON RESPONSIBLE



none

1 hour

Financial Analyst



none 5 days



none 5 hours Financial Specialist/ Examiner/

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Affix initial/ signature in the appropriate box.

Supervisor/ Division Manager


none 4 hours

Sr. Financial Specialist/ Supervisor/ Division Manager per MOA


none 3 hours



none


Financial Analyst

TOTAL: 6 days 6

hours

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RMSG-HRAD-GSD: Availment of TransCo Dormitory Accommodation (Check-

in and Check-out)

Employees who are on official travel may avail accommodation from accredited hotels and/or the TransCo Dormitory. Pursuant to MG2019-04, an Authority to Stay at the TransCo Dormitory shall be accomplished by the concerned personnel for early/late travel schedules (for HO personnel).




Who may avail: TransCo Employees; NGCP and other employees of the Energy Family Sector; Immediate Family Members of Employees, private individuals and groups as endorsed by TransCo employees.


Travel orders/Office Orders/Vehicle Trip Ticket (VTT) (if for official use)

Dormitory or General Services Division

Authority to Stay (ATS) (for both official and personal use)

Dormitory or General Services Division

Charge Slip Form (if for personal use) Dormitory or General Services Division

Order Payment Forms (if for personal use) Dormitory or General Services Division


PROCESSING TIME

PERSON RESPONSIBLE

1. Secure ATS for accommodation and fill out the form to be signed by the authorized signatories (All activities shall be arranged at least one (1) week prior to check-in)

1. Schedules booking

None 10 mins • Employee

• CC Head

• Manager, GSD

• Manager, HRAD

• Corporate Staff Officer

2. Submit duly signed form together with Travel order/VTT either thru fax or via phone call

2. Accepts the form, reviews the necessary attachment/s, and validates the entitlement of the requesting personnel

2.1 Checks the availability of rooms for accommodation

2.2 Submits the ATS for approval of

None 20 mins upon receipt of the signed request form and submission of complete requirements

• Employee


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authorized signatories

3. Follow up status of request.

3. Provides feedback either thru phone call/fax, and/or signing of the form

3.1 Accepts or denies reservation

None 1 day (Feedback shall be within the day upon receipt of the request form)

Corporate Staff Officer

4. Upon check-in for accepted reservations, guests shall present ATS and ID if necessary for validation/ identification purposes.

4. After verification, Front Desk Officer requests guest to fill up standard form requirements

4.1 Assists guests to their room assignments.

None Check in time,15 minutes

Corporate Staff Officer

5. Upon check-out, guest shall be issued by a charge slip for review, signature/ attestation as basis for charging either to personal account or for debit

5. Issues a charge slip for review, signature/ attestation

None 15 minutes prior to check-out


6. Review, validate, and accept or comment on charge slip issued

6. Issuance of Charge Slip Form, Order Payment Forms

None 15 minutes • Corporate Staff Officer

7. For personal account, pay the necessary billing to TransCo cashier.

7. Front Desk issues payment order together with the duly signed charge slip for guest payment directly to cashier.

Executive Room P1,000/ day Double – 1,400/ room/day or P700/ bed/day Quintet – P2,000/ room/day or P400/ bed/day

20 minutes • Guest/s


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8. Guest presents Official Receipt of payment prior to check-out.

8. Checks and photocopies payment OR for record keeping

8.1 Logs guest check out

None 10 minutes • Guest/s


• Senior Cashier

TOTAL: Payment based on approved room rates

Before and upon check-in: 1 day, 45 mins

Check-out (if for official use): 30 mins

Check-out (if for personal use): 1 hour

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RMSG-HRAD-GSD: Availment of Transportation Services

Employees who are on official travel may avail of transportation services.




Who may avail: TransCo Personnel


Vehicle Trip Ticket (VTT) General Services Division


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit accomplished VTT

1. Receive/ accept the VTT

1.2 Check availability of vehicle and driver

1.3 Assign control no. and accomplish Part B of VTT

1.4 Inform assigned driver of the travel

None 1 hour • Employee

• Transportation Officer A

2. Accomplish Part D of VTT upon completion of travel

2. Assigned Driver to secure/request the passenger to sign the Part D of VTT

None 2 minutes • Employee

• Driver-Mechanic

TOTAL: None Before the travel: 1 hour

After the travel: 2 minutes

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RMSG-HRAD-GSD: Issuance of Warehouse Requisition Slip (WRS) and

Materials Issue Voucher (MIV)

WRS is used in obtaining common office supplies (MSE) from the GSD Property Custodian.

MSE refers to all other items with a unit cost of Php 15,000 and below (i.e. common office supplies and equipment: consumable and non-consumable); mostly office consumables and can be requested and utilized by more than 1 personnel, if not the whole office.




Who may avail: TransCo Personnel


Warehouse Requisition Slip (WRS) General Services Division

Materials Issue Voucher (MIV) General Services Division


PROCESSING TIME

PERSON RESPONSIBLE

1. Concerned employee shall prepare the WRS and submit to the Property Officer A

1. Property Officer A shall assist the end-user in acquiring the available supplies at the GSD warehouse.

None 30 minutes • Employee

• Property Officer A

2. Receive and Accept the supplies

2. Property Officer A shall issue the corresponding MIV to the end-user.

None 30 minutes Property Officer A

TOTAL: None 1 hour

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RMSG-HRAD-HRMDD: Facilitation of Executive Check-Up Executive Check-Up (ECU) consists of a more comprehensive medical examination, including eye examinations and dental procedures conducted in accredited hospitals. All employees occupying JG 16 (SG 24) and above including those in acting capacity for a period of six (6) months are covered by this program. The program can be extended to non-managerial employees who are recommended by their Attending Physician to undergo extensive medical examination subject to the approval of the Functional Group Head concerned.




Who may avail: All TransCo Employees


Executive Check Up Request Concerned Employee


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit the request to HRMDD

1. Upon receipt of request, coordinate/email to the employee for the Executive Check-up Package

None 1 hour

Sr. HR Analyst (Compensation and benefits Section)

1.1 Upon receipt of confirmation from the employee re ECU package, send email to and coordinate with the medical center/ hospital/ provider for the confirmation of schedule

None 0.5 day Sr. HR Analyst (Compensation and benefits Section)

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1.2 Upon receipt of confirmation of schedule with the accredited medical center/hospital or provider, prepare and submit Letter of Authorization (LOA) for signature/initial of HRMDD Manager and approval of HRAD

None 2 hours

Sr. HR Analyst (Compensation and benefits Section)

1.3 Initial and sign LOA; email signed copy of LOA to the medical/hospital/ provider and notify employee concerned.

None 0.5 day

Sr. Compensation and Benefits Specialist Manager, HRMDD Manager, HRAD

1.4 Upon Receipt of the signed Billing Statement from the medical/ hospital/ provider, prepare Disbursement Voucher for the processing of payment to the medical center/hospital and submit the signed DV to Pre-Audit (General Accounting Division).

None 1 day

Sr. HR Analyst (Compensation and benefits Section) Manager, HRMDD Manager, HRAD

TOTAL: 2 days, 3 hours

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RMSG-HRAD-HRMDD: Facilitation of Participation in Local External Training

Programs

Local External Programs are learning and development programs such as training, seminar, conferences, symposia and similar non-training gatherings which are conducted by government training providers (e.g. CSC), non-government and private organizations or associations. Attendance to local external programs shall be allowed to address the competency gaps and career growth requirement of the position and needed to the group’s core functions.






COMMON REQUIREMENTS FOR ALL

Training Request Cost Center Heads Concerned

Copy of Invitation Training Provider

Copy of Registration Form Training Provider

SITUATIONAL REQUIREMENTS (For those who will facilitate their registration with the training provider)

BIR Certificate of Registration (Form 2303)

Training Provider

BIR Registered Billing Statement (if any)

Training Provider


PROCESSING TIME

PERSON RESPONSIBLE

1. Submits the required documents to HRMDD

1. Receives all the required documents from the respective Cost Center

None 5 mins

Sr. HR Analyst (Recruitment and Training Section)

1.1 Validates the request for training if aligned with the existing function and competency requirements of the position

None 2 days Sr. HR Analyst Sr. HR Specialist (Recruitment and Training Section)

1.2 Facilitates registration with the training provider upon receipt of complete required documents.

None 1 day


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1.3 Upon confirmation of registration by the training provider, prepares and submits Office Order for signature of the Manager (HRAD)/Vice President (RMSG)/ President and CEO

None 1 day Sr. HR Analyst Sr. HR Specialist (Recruitment and Training Section)

1.1 Upon receipt of approved Office Order, submits it to the General Services Division for numbering and for dissemination to all the participants.

None 1 hour


1.2 Prepare Disbursement Voucher for the processing of payment to the training provider

None 1 day

Sr. HR Analyst Sr. HR Specialist (Recruitment and Training Section)

1.3 Upon receipt of signed DV submit to Pre-Audit (General Accounting Division)

None 30 mins Sr. HR Analyst (Recruitment and Training Section)

TOTAL: 5 days, 1 hour, 35 mins

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RMSG-HRAD-HRMDD: Issuance of Certificate of Income and Employment and

Service Record

Certification issued to employees/former employees who need a record of their employment/monthly

salaries for records or for pending claims purposes.







Employment Records/HRIS profile HRMDD through the HRIS or 201 files

If claimed through a representative: Letter of Authorization signed by the employee with a copy of the requesting employee’s ID

Claimant


PROCESSING TIME

PERSON RESPONSIBLE

1. Accomplish the Request form/email request to HRMDD

1. Receives and evaluates the request and checks the HRIS to verify the employee records

None 1 day HR Assistant, Compensation and Benefits Section

1.1 Generates the certification/service record in the HRIS based on the remittance record found in the system; prepares the requested certificate


1.2 Reviews/validates Certification/Service Record for the signature of the HRMDD Manager and prepares it for release

None 0.5 day Sr. ComBen Specialist, Compensation and Benefits Section; Manager, HRMDD


2. Upon signing of the Certificate, scan copy, notifies client and release original copy

None 0.5 day HR Assistant Compensation and Benefits Section

TOTAL: 3 days

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RMSG-HRAD-HRMDD: Issuance of Certificate of Last Salary Received

This certification may be requested by former TransCo employees who transferred to another

government agency or who were separated from the service.




Who may avail: Former TransCo employees


Payslip Client’s copy

Request Form HRMDD


PROCESSING TIME

PERSON RESPONSIBLE

1. Accomplish the Request form for the indicated service

1. Receives the request and checks the HRIS to verify the employee’s payroll records


1.1 If found on the HRIS and is a verified employee, prepares the certification based on the last payroll record and/or payslip provided


1.2 Review, Initial/sign certificate

None 1 day Sr. ComBen Specialist, Compensation and Benefits Section; Manager, HRMDD


2. Upon signing of the Certificate, scan copy, notify client, and release original copy

None HR Assistant, Compensation and Benefits Section

TOTAL: 3 days

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RMSG-HRAD-HRMDD: Issuance of Certificate of Leave Credits/LWOP

Certification issued to employees/former employees who need a record of their leave credits or

leave/s without pay for records purposes.







Employment Records/HRIS profile HRMDD through the HRIS or 201 files

Employee Leave Sheets HRMDD through the HRIS/Terminal Leave Vouchers (for former employees)

If claimed through a representative: Letter of Authorization signed by the employee with a copy of the requesting employee’s ID

Client


PROCESSING TIME

PERSON RESPONSIBLE

1. Accomplish the Request form/Email request from the employee for the requested services

2. Receives and validates the request and checks the HRIS to verify the employee’s records

None 1 hour HR Specialist, Compensation and Benefits Section

2.1 Prepares the certification based on the leave records found in the system/ terminal leave voucher

None 2 days HR Specialist, Compensation and Benefits Section

2.2 Reviews, initials and signs certification

None 2 days Sr Comben Specialist; Manager, HRMDD

2.3 Upon receipt of signed Certification, notifies Client, scans signed certification, and releases to clients

None 1 hour HR Assistant, Compensation and Benefits Section


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RMSG-HRAD-HRMDD: Issuance of Certificate of Remittances for Active

Employees

Certification issued to employees who need a record of their monthly remittances to any of the

agencies requiring the payment of statutory benefits/to their outstanding loan payment.




Who may avail: TransCo employees (Active)


Request form/E-mail Employee, HRMDD

Remittance List/Remittance Records HRMDD

For New Employees with First Salary Claims for the month

Payroll Computation (for new employees with first salary)

HRMDD

Disbursement Voucher (for new employees with first salary)

HRMDD


PROCESSING TIME

PERSON RESPONSIBLE

1. Accomplish the Request form and submit to HRMDD

1. Receives the request and checks the HRIS to verify the employee’s remittance records

None 1 day Sr. HR Analyst, Compensation and Benefits Section

1.1 If found on the HRIS and is a verified employee, HRMDD prepares the certification


1.2 Review, Initial/sign certificate

None 1 day Sr. ComBen Specialist, Compensation and Benefits Section; Manager, HRMDD


2. Upon signing of the Certificate, scanned copy, notify client and release original copy

None HR Assistant Compensation and Benefits Section

TOTAL: 3 days

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RMSG-HRAD-HRMDD: Issuance of Notice of Vacancy

As provided for under the 2017 CSC Omnibus Rules on Appointments, all vacant positions in the

career service, including vacant executive/managerial positions in the second level that are

authorized to be filled, together with their corresponding qualification standards and plantilla item

number shall be published and posted in three (3) conspicuous places for a period of at least ten

(10) calendar days. Posting of vacancies shall start upon receipt of the approved and signed

Position Requisition Form (PRF).




Who may avail: Functional Group Heads


Signed Position Requisition Form (PRF) HRMDD


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit signed PRF to HRMDD

1. HRMDD will receive signed PRF form;

1.1 Review the following:

• Item No.,

• Position Title

• Basic Salary

• QS 1.2 Prepare CSC

Form No. 9 (Request for Publication of Vacant Positions) and Internal Notice of Vacancy

None 1 day Sr. HR Analyst, Recruitment and Training Section

1.3 Initial/sign CSC Form No. 9 (Request for Publication of Vacant Positions) and Internal Notice of Vacancy

None 0.5 Day Sr. HR Specialist, Recruitment and Training Section; Manager, HRMDD; Manager, HRAD

1.4 Submit signed CSC Form No. 9 to CSC for

None 0.5 day HR Assistant, Recruitment and Training Section

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posting on CSC website

1.5 Upon receipt by CSC Field Office, post the signed Internal Notice of Vacancy at HRMDD’s Bulleting Board and request Corporate IS/IT Division tor email to all TransCo Personnel

None 1 hour Sr. HR Analyst, Recruitment and Training Section

TOTAL: None 2 days, 1 hour

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RMSG-HRAD-HRMDD: Processing of Authority to Travel Abroad

The availment of leaves of absence outside of the Philippines/clearance for unofficial travel abroad

will require authorization signed by the President and CEO.

Office or Division:

Human Resource Management and Development Division (HRMDD)






Request Letter as endorsed by employee’s Department Manager

Employee

Application for leave HRIS Employee Menu

Head Office clearance to be accessed/filed online

TransCo Website (www.transco.ph)


PROCESSING TIME

PERSON RESPONSIBLE

1. Accomplish the Request Letter along with the required documents as indicated above

1. Receives and evaluates the request upon submission of the complete documentary requirements


1.1 Checks and validates the remaining leave credits and prepares the endorsement letter for signature of the President and CEO


1.2 Reviews, initials, signs, transmits to the VP, RMSG for final review and initial, then transmits Endorsement Memo to the President and CEO

None 3 days Sr Comben Specialist, Compensation and Benefits Section; Manager, HRMDD; Manager, HRAD; Vice President, RMSG

1.3 Upon receipt of approved Travel Authority, scans copies and notifies employee concerned

None 1 hour HR Assistant Compensation and Benefits Section


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RMSG-HRAD-HRMDD: Processing of Claim for First Salary

First Salary Claim accounts for each employee’s first month of service and its initial payment shall

be made through a voucher.




Who may avail: New TransCo employees


Payroll Inclusion form HRMDD

For New Employees: Certified True Copy of Appointment

HRMDD

Certified True Copy of Oath of Office HRMDD

Certified True Copy of Assumption to Duty

HRMDD

Approved Electronic/Daily Time Record HRMDD/Employee

Duly accomplished and notarized Statement of Assets, Liabilities and Net worth (SALN)

Employee

Additional Requirements for Transferees: Certificate of Earned Leave Balances

Employee

Service Record including the Certificate of Leave Without Pay (LWOP)

Employee

Authority to Transfer and Clearance from previous employer

Employee

Certificate of Last Income and Deductions

Employee


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit the duly accomplished payroll inclusion form along with the documentary requirements indicated above

1. Accepts and evaluates the payroll inclusion form upon receipt of complete documentary requirements


1.1 Prepares computation of 1st Salary claim, prepares computation with deductions, and prepares DV


1.2 Review salary differential computation, initial and sign

None 1 day Sr. Comben Specialist; Manager, HRMDD

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1.3 Submit disbursement Vouchers for signature of the Cost Center Head


1.4 Upon receipt of signed DV, transmit computation and disbursement Vouchers to Finance for audit

None 1 hour Sr. HR Analyst, Compensation and Benefits Section


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RMSG-HRAD-HRMDD: Processing of Salary Differential Due to Promotion

and/or Step Adjustment/Increment

Salary Differential is given to employees who have adjustment in monthly salaries due to promotion,

salary increase and step increments and whose payroll was not updated to reflect the correct salary

of the position






Certified True Copy of Appointment in case of promotion or Notice of Salary Adjustment in case of step increment/salary increase

Client’s copy

Certified True Copy of Assumption to Duty Client’s copy

Payroll Computation HRMDD

Approved ETR or certification that the employee has not incurred leave without pay

Client’s copy


PROCESSING TIME

PERSON RESPONSIBLE

FOR DISBURSEMENT VOUCHERS:

1. Submits required documents to HRMDD

1. Receives and evaluates the complete documentary requirements


1.1 Checks payroll records and service records, compute entitlements, and prepare the computation with deductions (if any)


1.2 Upon receipt of signed computation, validates/review, initial and sign computation


1.3 Initial/sign DV None 1 day Sr. Comben Specialist,

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Compensation and Benefits Section; Manager, HRMDD Manager, HRADD

1.4 Upon signing of DV, submit to Finance for audit



IF THRU ATM

1. Submits required documents to HRMDD

1. Receives and evaluates the complete documentary requirements


1.1 Checks payroll records and service records, computes entitlements, and prepares the computation with deductions (if any)


1.2 Upon receipt of signed computation, validates/review, initial and sign computation

None 1 day Sr. Comben Specialist, Compensation and Benefits Section; Manager, HRMDD

1.3 Upon receipt of signed computation, updates income information thru HRIS payroll system for inclusion of salary differential in the next payroll month



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RMSG-HRAD-HRMDD-PF: Provident Fund’s Issuance of Certificate of Equity

Contribution

Release of Certificate of Equity Contribution as of the date of request

Office or Division: Human Resource Management and Development Division (TransCo Provident Fund)



Who may avail: All members of TransCo Provident Fund


Certificate of Equity Contribution request form TPF Office


PROCESSING TIME

PERSON RESPONSIBLE

1. Request from member stating the purpose of the certification

1. Upon receipt of request, conduct verification of Member’s equity records, computes members’ total equity contribution and printing of certificate

None 1 day Corporate Staff Specialist, TransCo Provident Fund Office

1.1. Review computation and initial

None 0.5 day Sr. Comben Specialist, TPF Secretariat Manager, HRMDD

1.2. Sign Certificate of Equity Contribution

None 0.5 day TPF Fund Administrator

2. Receive Certification

2. Issue certificate None 5 mins Corporate Staff Specialist, TransCo Provident Fund Office

TOTAL: 2 days, 5 mins

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RMSG-HRAD-HRMDD-PF: Provident Fund’s Issuance of Certificate of Loan

Balances

Release of Certificate of Loan Balances as of the date of request




Who may avail: All members of TransCo Provident Fund CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Certificate of Loan Balances request form TPF Office CLIENT STEPS AGENCY ACTIONS FEES

TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Request from member stating the purpose of the certification

1. Upon receipt of request, conduct verification of Member’s loan records and printing of certificate


1.1. Review computation and initial

None 0.5 day Sr. Comben Specialist, TPF Secretariat Manager, HRMDD

1.2. Sign Certificate of Loan Balances

None 0.5 day TPF Fund Administrator

2. Receive Certification

2. Issue certificate None 5 mins Corporate Staff Specialist, TransCo Provident Fund Office

TOTAL: 2 days, 5 mins

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RMSG-HRAD-HRMDD-PF: Provident Fund’s Issuance of TransCo Provident

Fund Clearance

Signing of TPF Clearance for separation, transfer, travel abroad, etc.






Accomplished Head Office Clearance form TransCo Intra-web/Client’s copy


PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of Clearance to the TPF office

1. Upon receipt of request, conduct verification of Member’s Equity contributions and loan records. 1.1. Issue PF Clearance

as attachment to the HO Clearance

1.2. Indicate Equity Contribution and Loan Balances in the HO Clearance


1.3. Initial/Sign PF Clearance and HO Clearance

None 0.5 day Sr. Comben Specialist, TPF Secretariat Manager, HRMDD TPF Administrator

2. Receive Clearance

2. Issue signed HO clearance

None 5 mins Corporate Staff Specialist, TransCo Provident Fund Office

TOTAL: 1 day, 4 hours, 5 mins

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RMSG-HRAD-HRMDD-PF: Provident Fund’s Loan Approval

As per circular 2018-008:

• Loan applications received by the TPF office on or before Tuesday shall be credited by

Friday of each week unless the loan is an Emergency Loan.

• For loan security:

o 90% of his total equity as of the time of loan application less all other loans

o Approval of loan applications shall be subject to P5,000.00 net take home pay after

deductions of monthly amortization

o EML shall cover expenses related to hospitalization, calamities, accident and death

of the member of the family.

• Submission of Post Audit Requirements:

o EDL

▪ First Semester. not later than August 31

▪ Second Semester. not later than December 30

o EML: Within 30 days from receipt of loan proceeds



Type of Transaction: G2G – Government To Government



Duly accomplished loan application form signed by borrower, co-makers and Connected Groups (NPC COOP & SLA)

TransCo Intra-web or TransCo website

Pay slip or payroll for one month TransCo Intra-web

Photocopy of borrower’s company ID Client’s Copy

Post Audit requirements (for Educational Loan and Emergency Loan)

Client’s Copy


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit duly accomplished application form with complete signatures and attachments

1. Upon receipt of complete supporting documents check the completeness of application form and requirements submitted 1.1. Assess fees

and other deductions.

1.2. Compute net proceeds and check if the

Processing fee, LRI and Filing fee

2 days Corporate Staff Specialist, TransCo Provident Fund Office

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loan amount applied for is within the loan security guidelines

1.3. Preparation and printing of loan vouchers and Bank Payment Instruction

None 0.5 day Corporate Staff Specialist, TransCo Provident Fund Office

1.4. Verification of computation and certification of funds

None 1 day TPF Cashier Sr. Comben Specialist Manager, HRMDD

1.5. Signature and approval of loan

None 1 day Two (2) TPF Board Members

1.6. Submission of Payment Instruction to the Bank for release of loan

None 1 hour Corporate Staff Specialist, TransCo Provident Fund Office

2. Receive net loan amount

2. Coordinate with the Bank for ATM Crediting

None 0.5 day Corporate Staff Specialist, TransCo Provident Fund Office


168 | P a g e

RMSG-HRAD-HRMDD-PF: Provident Fund’s Withdrawal of Equity

Contributions

Employees who are separated from the service by reason of death, retirement, resignation, disability

or expiration of appointment may withdraw their equity or contribution the Provident Fund and their

shares of the earnings thereon.




Who may avail: Separating members of TransCo Provident Fund


Duly accomplished Equity Withdrawal Form HRMDD (TransCo Provident Fund)

Affidavit of Undertaking HRMDD (TransCo Provident Fund)

Accomplished Exit Clearance TransCo Intra-web

Copy of Last Claim Voucher Financial Services Department or HRMDD

Resignation letter (if cause of separation is resignation)

Client’s copy

Death Certificate (if cause of separation is due to the death of the personnel)

Client’s copy

Photocopy of ID (upon claiming of check) Client’s copy

If cause of separation is due to death of personnel: Marriage Certificate (if spouse) or Birth Certificate (if child) of the Claimant and (upon claiming of check)

Client’s copy

Authorization letter or SPA for representatives of the claimant (upon claiming of check)

Client’s copy


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit duly accomplished application form with complete signatures and attachments

1. Received equity withdrawal application and check completeness of documents

None 1 hour Corporate Staff Specialist, TransCo Provident Fund Office

1.1. Upon receipt of complete supporting documents, compute Net Equity, validate claims and assess fees and other deductions

Processing Fee, Interest and Surcharge

2 days

169 | P a g e

1.2. Print loan vouchers, Check and Bank Advice

None 1 hour

1.3. Verification of computation and certification of funds

1.4. Initial/sig Equity Withdrawal Voucher

None 1 day TPF Cashier, Sr. Comben Specialist Manager, HRMDD

1.5. Approval of check and bank advice by TPF Fund Administrator

None 1 day TPF Fund Administrator

1.6. Countersign check and bank advice

None 1 day Two (2) TPF Board Members

2. Receive Equity Withdrawal check

3. Check the completion of requirements upon claiming the check and Issue check

None 5 mins Corporate Staff Specialist, TransCo Provident Fund Office

TOTAL: 5 days, 1 hour, 5 mins

170 | P a g e

RMSG-HRAD-PMD: Processing of Goods / Services Thru Alternative Method of

Procurement for requirements not delegated to PMD/BAC Secretariat

(including, but not limited to, Direct Contracting, Repeat Order, Negotiated

Procurement Thru Take-Over of Contracts, Adjacent/Contiguous, Agency-to-

Agency, Scientific, Scholarly or Artistic Work, Exclusive Technology and Media

Services, and Highly Technical Consultant)

In accordance with Rule XVI of the 2016 Revised Implementing Rules and Regulations of Republic

Act 9184 or the Government Procurement Reform Act, alternative methods of procurement may be

resorted to whenever justified by its conditions, subject to the prior approval of the Head of the

Procuring Entity (HoPE), and in order to promote economy and efficiency. In all instances, the

Procuring Entity shall ensure that the most advantageous price for the Government is obtained.


Classification: Highly Technical (pursuant to Republic Act No. 9184)


Who may avail: All TransCo Cost Centers


Purchase Requisition (PR) Cost Center Concerned

Purchase Order (PO) PMD

Technical Specification /Terms of Reference (TOR)


Annual Procurement Plan (APP)/ Project Procurement Management Plan (PPMP)


Supplier's Acknowledgement Sheet (SAS) PMD

Request for Quotation (RFQ) PMD

Justification (if applicable) Cost Center Concerned

Basis of ABC (if applicable) Cost Center Concerned

BAC Resolution Bids and Awards Committee (BAC)

Certification on Funds Availability (CFA) Financial Services Department


Performance Bond/Security (if applicable) Supplier

Certificate of Bond Acceptability OGC



PROCESSING TIME

PERSON RESPONSIBLE

1. Submits PR and supporting documents

1. Receives and pre-screens the submitted PR

1.1 Check completeness of supporting documents, if requirement is included in the

None 30 mins Admin Services Assistant II

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APP and approval/ endorsement of the concerned approving authority per Manual of Approval (MOA)

1.2 Forwards PR to PMD Manager for assignment of Buyer and Method of Procurement per RA 9184

None 30 mins PMD Manager

1.3 Checks/reviews the assigned PR as to specifications and justification for Direct Contracting

None 30 mins Admin Services V / Purchasing Officer

1.4 Prepares request for Bids and Awards Committee (BAC) provisional members


1.5 Upon receipt of recommendation, prepares Memorandum Order for designation of the provisional members


1.6 Presents the requirement to the BAC

None 4 hours Admin Services V / Purchasing Officer

1.7 Prepares Supplier's Acknowledgement Sheet (SAS)


1.8 Prepares Request for Quotation (RFQ)


1.9 Posts RFQ at the TransCo website (thru CISIT Division) and the TransCo Bulletin Board

1.10 Sends RFQ to suppliers (thru fax or email)

None 1.5 hours Admin Services V / Purchasing Officer

1.11 Receives photocopies offer/


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quotation/ proposal from supplier

1.12 Prepares request for technical evaluation

1.13 Upon receipt of results of technical evaluation, evaluates commercial offer and negotiates with supplier, if necessary; prepares BAC Resolution and NOA for issuance to supplier

None 1 hour Admin Services V / Purchasing Officer

1.14 Posts NOA at PhilGEPS website

None 30 minutes Admin Services Assistant II

1.15 Prepares Purchase Order (PO), photocopies / authenticates all necessary supporting documents, and forwards PO to Financial Services Dept. for CFA

None 2 hours, 30 mins

Admin Services V / Purchasing Officer Admin Services Assistant II

1.16 Upon receipt of CFA-certified PO, prepares NTP; submits PO and NTP for approval of the approving authority

None 1 day Admin Services V / Purchasing Officer

1.17 Upon submission of Performance Bond/Security by the Supplier (if applicable), 1.17.1 Conduct

preliminary review of bond acceptability

None 7 days Admin Services V / Purchasing Officer

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1.17.2 Endorse to the Office of the General Counsel (OGC) for review and issuance of Certificate of Bond Acceptability

1.18 Upon receipt of OGC’s recommendation, issues PO, NTP and Certificate of Bond Acceptability

1.19 Posts NTP at PhilGEPS website

1 hour, 15 mins

Admin Services V / Purchasing Officer

TOTAL: 9 days, 6 hours (excluding period prescribed in the 2016 Revised IRR of RA 9184)

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RMSG-HRAD-PMD: Processing of Goods / Services Thru Alternative Methods

of Procurement for requirements delegated to PMD/BAC Secretariat (including,

but not limited to, Shopping (Unforeseen, Contingency and Regular) and

Negotiated Procurement (Emergency, Small Value Procurement, Lease of Real

Property and Venue)

The conduct of Shopping and Negotiated Procurement under Emergency Cases, Small Value

Procurement, and Lease of Real Property and Venue may be delegated to the End-User unit or any

other appropriate bureau, committee or support unit duly authorized by the Bids and Awards

Committee (BAC) through a resolution approved by the Head of the Procuring Entity (HoPE).


Classification: Highly Technical (pursuant to Republic Act No. 9184)





Purchase Order (PO) PMD

Approval/ endorsement of the concerned approving authority per Manual of Approval (MOA)


Technical Specification /Terms of Reference (TOR)


Annual Procurement Plan (APP)/ Project Procurement Management Plan (PPMP)


Justification (if applicable) Cost Center Concerned

Basis of ABC (if applicable) Cost Center Concerned

Supplier's Acknowledgement Sheet (SAS) PMD

Request for Quotation (RFQ) PMD

Technical Evaluation Cost Center Concerned

Abstract of Canvass PMD

Certification on Funds Availability (CFA) Financial Services Department


Performance Bond/Security (if applicable) Supplier

Certificate of Bond Acceptability Office of the General Counsel (OGC)



PROCESSING TIME

PERSON RESPONSIBLE

1. Submits PR and supporting documents

1. Receives and pre-screens the submitted PR

1.1 Checks completeness of supporting documents, including Annual Procurement Plan (APP)

None 30 mins Admin Services Assistant II

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and Approval/ Endorsement of the concerned approving authority per Manual of Approval (MOA)

1.2 Forwards PR to PMD Manager for assignment of Buyer and Method of Procurement per RA 9184

None 30 mins PMD Manager

1.3 Checks/reviews the assigned PR as to specifications and prepares Supplier's Acknowledgement Sheet (SAS) and Request for Quotation (RFQ)

None 2 hours Admin Services V / Purchasing Officer

1.4 Posts RFQ at the PhilGEPS website, TransCo website (thru CISIT Division) and the TransCo Bulletin Board

1.5 Sends RFQ to suppliers (thru fax or email)

None 1.5 hours Admin Services V / Purchasing Officer

1.6 Receives and photocopies offer/ quotation/ proposal from suppliers

1.7 Prepares request for technical evaluation and sends to End-User


1.8 Receives and validates results of technical evaluation, conducts commercial evaluation and negotiates with supplier/s, if necessary; prepares Abstract of Canvass and NOA for issuance to the supplier

None 1 hour, 45 mins


1.9 Posts NOA at PhilGEPS website and Notification to the Supplier

None 35 mins

1.10 Prepares Purchase Order

None 2 hours, 30 mins


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(PO), photocopies/authenticates all necessary supporting documents, and forwards PO to Financial Services Dept. for CFA

Admin Services Assistant II

1.11 Upon receipt of CFA-certified PO, prepares NTP; submits PO and NTP for approval of the approving authority

None 1 day Admin Services V / Purchasing Officer

1.12 Upon submission of Performance Bond/Security by the Supplier (if applicable), 1.13.1 Conduct

preliminary review of bond acceptability

1.13.2 Endorse to the Office of the General Counsel (OGC) for review and issuance of Certificate of Bond Acceptability

None 7 days PMD Staff

1.13 Upon receipt of OGC’s recommendation, issues PO, NTP and Certificate of Bond Acceptability

None 30 minutes Admin Services Assistant II

1.14 Posts NTP at PhilGEPS website

None 35 minutes Admin Services V / Purchasing Officer

TOTAL: 9 days, 2 hours, 55 mins (excluding period prescribed in the 2016 Revised IRR of RA 9184)

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RMSG-HRAD-PMD: Processing of Goods / Services Thru Public Bidding

In accordance with Section 10, Rule IV of the 2016 Revised Implementing Rules and Regulations

of Republic Act No. 9184 or the Government Procurement Reform Act, “All procurement shall be

done through competitive bidding”, and Section 7.2, Rule II, “No procurement shall be undertaken

unless it is in accordance with the approved Annual Procurement Plan (APP), including approved

changes thereto.”


Classification: Procurement Activities pursuant to Republic Act No. 9184





Annual Procurement Plan BAC Secretariat / PMD

Copy of Invitation to Bid (ITB) / Bidding Documents

PhilGEPS/TransCo Websites / PMD Office

Letter of Intent (if applicable) Prospective Bidder/Supplier

Notices of Meeting (Pre-Procurement, Pre-Bid, Bid Opening, Technical Evaluation, Post-Qualification)

BAC Secretariat / PMD

Project Procurement Management Schedule BAC Secretariat / PMD

Minutes of Meeting (Pre-Procurement, Pre-Bid, Bid Opening, Technical Evaluation, Post-Qualification)


Supplemental / Bid Bulletins (if applicable) BAC Secretariat / PMD

Abstract of Canvass (Preliminary Examination of Bids)


Abstract of Bids as Calculated BAC Secretariat / PMD

Technical Evaluation Report BAC Secretariat / PMD

Post Qualification Evaluation Report BAC Secretariat / PMD

BAC Resolutions (Approval of Bid Documents, Declaration of LCRB/SCRB and Recommending Approval of Award, Declaration of Failed Bidding)


Notice of Award BAC Secretariat / PMD

Notice to Proceed BAC Secretariat / PMD

Correspondences with Prospective Bidders/Suppliers


Purchase Order / Contract BAC Secretariat / PMD


PROCESSING TIME

PERSON RESPONSIBLE

1. Submits PR to PMD

1. Checks/reviews the submitted Purchase Requisitions Checks/analyzes/ validates

None 1 hour, 15 mins Admin Services Assistant II

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completeness of the Technical Specifications, Terms of Reference, Scope of Work, Complexity of Requirement (Requires creation of TWG)

1.1 Coordinates with the end-user the necessary additional documents needed/required

1.2 Requests for BAC Provisional Members/TWG

1.3 Schedules the timelines of procurement activities

None 1 hour, 15 mins BAC Secretariat

1.4 Prepares Bid Documents, changes in the Invitation to Bid, Bid Data Sheet, Special Conditions of the Contract, Schedule of Requirement, Technical Specifications, Bid Forms

None 40 hours BAC Secretariat / PMD Staff

1.5 Prepares Notice of Meeting Pre-Proc. & send to Members of the BAC COA, IAD, Ombudsman & Observers

None 15 minutes PMD Staff

1.6 Public Bidding Procurement Process (in accordance with the 2016 Revised IRR of RA 9184):

As per Annex C of the 2016 Revised IRR of RA 9184: For Goods and Services: 136 Calendar days (CD) For Infrastructure Projects: 156 CD

BAC Secretariat, PMD Staff

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For Consulting Services: 180 CD

1.6.1 Conducts Pre-procurement conference

1.6.2 Advertisement / Posting of Request for expression of Interest (For Consulting Services ONLY)

1.6.3 Eligibility Check and Shortlisting (For Consulting Services ONLY)

1.6.4 Prepares Minutes of Meeting/Issues & agreement on the terms and conditions of the requirement

1.6.5 Finalizes the Bid Documents/ Incorporate in the Bid Docs the agreed Changes.

1.6.6 Prepares BAC Resolution (Approval of Mode of Procurement and Bidding Documents)

1.6.7 Prepares Letters /Advertisement (Newspaper)

1.6.8 Coordinates with BAC and TWG the Approval of Bid Documents (BAC/TWG)

1.6.9 Posting of Bid Documents in PhilGEPS and TransCo Websites

1.6.10 Prepares Supplier’s Acknowledgement Sheet and issues the Bid Documents to Prospective Bidders

1.6.11 Prepares Notice of Meeting Pre-Bid Conference and sends to Members of the BAC COA, IAD, Ombudsman and Observers.

1.6.12 Prepares the Pre-Bid Presentation Materials

1.6.13 Conducts Pre-Bid Conference and presentation of the Eligibility, Technical and Financial Components of the Bid, including the explanation of the different documents to be submitted by each bidder

1.6.14 Prepares Minutes of Meeting/Issue Addendum/Supplemental/Bid Bulletins

1.6.15 Prepares memorandum to end-user/TWG the clarifications by the prospective bidders which were not raised during the meeting/and reflect in the bid bulletin

1.6.16 Drafts reply to Suppliers seeking Clarification

1.6.17 Prepares Notice of Meeting Bid Opening and sends to Members of the BAC COA, IAD, Ombudsman and Observers.

1.6.18 Prepares Abstract of Bids Preliminary Examination of Bids

1.6.19 Conducts the Opening of Bids

1.6.20 Prepares Minutes of Meeting

1.6.21 Requests for Technical Evaluation from the End-user/TWG

1.6.22 Prepares Notice of Meeting for the presentation of Technical Evaluation and sends to Members of the BAC, COA, IAD, Ombudsman and Observers.

1.6.23 Prepares Abstract of Bids as Calculated based on the Result of the Technical Evaluation

1.6.24 Prepares Notice to Lowest Calculated Bidder to submit Post-Qualification Requirements

1.6.25 Conducts the Post-Qualification Document and sends to Members of the BAC, COA, IAD, Ombudsman and Observers.

1.6.26 Prepares Notice of Meeting for the presentation of Post-Qualification Document and sends to Members of the BAC, COA, IAD, Ombudsman and Observers.

1.6.27 Prepares BAC Resolution (Award/Failed Bidding etc.)

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1.6.28 Prepares / Issues Notice of Award

1.6.29 Prepares Purchase Order / Contract

1.6.30 Review of Purchase Order/Contract

1.6.31 Prepares Notice to Proceed

1.7 Prepares Amendment to PO/Contract (if applicable)

None 3 hours Admin Services V

1.8 Posting of Award to PhilGEPS

None 30 minutes PMD Staff

TOTAL: For Goods and Services: 136 Calendar days (CD) For Infrastructure Projects: 156 CD For Consulting Services: 180 CD (In accordance with Annex C of 2016 Revised IRR of RA 9184)

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RMSG-OM-HRAD: Issuance of Authority To Drive TransCo Vehicles (ADTV)

Application of TransCo Officials and Employees for Issuance of Authority To Drive TransCo

Vehicles (ADTV)

Office or Division: Office of the Manager, Human Resource and Administrative Department



Who may avail: All TransCo Employees, Contract of Service Personnel, Consultants


Valid Driver’s License Land Transportation Office

1” x 1” photo Client

Old ADTV (if previously issued with ADTV) Client

Affidavit of Loss (if ADTV was lost) Client


PROCESSING TIME

PERSON RESPONSIBLE

1. If new ADTV applicant, submit request for ADTV endorsed by the Department Manager together with the requirements

1. Accept the request

1.1 Prepare the ADTV

None 45 mins Designated Safety Officer

1.1 If for renewal, submit the requirements to the Designated Safety Officer

1.1 Accept the requirements and check their validity

1.1.1 Prepare the ADTV


2. Sign and place thumbmark on the ADTV

2. Sign the ADTV 2.1 Laminate the

ADTV


3. Receive the ADTV

3. Receive the ADTV


TOTAL: None 1 hour, 45 mins

1 hour, 45 mins

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RMSG-OM-HRAD: Issuance of TransCo Identification Card

Application for issuance of identification cards to all TransCo employees, including consultants and

personnel on Contract of Services

Office or Division: Office of the Manager, Human Resource and Administrative Department



Who may avail: All TransCo Employees, Contract of Service Personnel, Consultants


Approved Request for Issuance of ID (Form HRAD-ID-01)

Human Resource Management and Development Division (HRMDD)

Copy of Affidavit of Loss (for lost ID) Client/Notary Public

Official Receipt Financial Services Department


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit the approved Request for Issuance of ID (Form HRAD-ID-01)

1. Accepts the Request and check accuracy of data

None 15 mins Chief Security Officer

1.1 Pay the ID fee to the Cashier (for replacement of lost ID)

1.1 Cashier to issue Official Receipt (c/o Financial Services Department)

P 100.00

30 mins Cashier

1.2 After payment of ID fee to the Cashier, submit a photocopy of the Official Receipt, approved Request for Issuance of ID (Form HRAD-ID-01) and copy of Affidavit of Loss to the Chief Security Officer (for lost ID)

1.2 Accepts the Request, approved Request for Issuance of ID (Form HRAD-ID-01) and copy of Affidavit of Loss

1.2.1 Checks submitted requirements and accuracy of data

None 15 mins Chief Security Officer

2. If the client wants to change or correct any personal information to be printed in the ID,

2. HRMDD to correct personal information of client in the system and inform the

None 2 days Sr. Compensation and Benefits Specialist / Chief IS/IT Specialist

183 | P a g e

go to HRMDD for change/correction of personal information

Corporate IS/IT Division

2.1 Corporate IS/IT Division to refresh the system to reflect the correction

3. Upon confirmation of correctness/ accuracy of personal data, have picture taken and specimen signature captured

3. Performs picture-taking and capturing of specimen signature

3.1 Processes and prints the ID

None 1 hour Chief Security Officer

4. Receive the ID 4.1 Releases the ID None 5 mins Chief Security Officer

TOTAL:

P 100.00

1 hour, 20 mins (for first time/regular issuance of ID)

1 hour, 50 mins (for replacement of lost ID)

2 days, 1 hour, 50 mins (if with changes/ correction of personal information)

184 | P a g e

ROWLG-CLSD: Legal Opinion

Establish guidelines for the documentation of legal action processes undertaken by the Corporate

Legal Services Department

Office or Division: Corporate Legal Services Department (CLSD)



Who may avail: Other TransCo Departments


Supporting Documents Various


PROCESSING TIME

PERSON RESPONSIBLE

1. Request Legal Opinion With Complete Supporting Documents

1. Receive Document None 12 Minutes Secretary/ Executive Assistant

1.1 Determine required action

None 1 Day Department

Manager

1.2 Perform required action

None 10 Days Assigned Lawyer/ Legal Researcher

1.3 Reviews prepared action

None 5 Days Department

Manager

1.4 Release of Opinions

None 3 Days Secretary/ Executive Assistant

TOTAL: None 19 Days, 12

Minutes

185 | P a g e

ROWLG-ROWMD: ROW PROCESS FOR PAYMENT OF FINAL AND

EXECUTORY DECISION PHASE 1: REQUEST FOR VALIDATION OF FINAL

AND EXECUTORY DECISION

Validation of claims with Final and Executory Decision






True Copy of Court Decision, Writ of Execution & Entry of Judgement.

Supreme Court, Court of Appeals, Regional Trial Court and Transco-ROW Litigation

Dept.

True copy of Complaint Regional Trial Court and Transco-ROW

Litigation Dept.

True copy of Title Transco-ROW Litigation Dept.

True Copy of Clean Tax Declaration Transco-ROW Litigation Dept.

Survey Plan if available Transco-ROW Litigation Dept.

Contact No. of claimant or its representative

Transco-ROW Litigation Dept.


PROCESSING TIME

PERSON RESPONSIBLE


Incomplete Requirements: Reply Letter with instruction to Submit lacking documents

NONE Three (3) Working

Days ROW OFFICER

Complete Requirements: Endorsed to the concerned ROW personnel for validation process

TOTAL: Three (3)

Working Days

186 | P a g e


EXECUTORY DECISION PHASE 2: VALIDATION OF FINAL AND EXECUTORY

DECISION

Validation of claims with Final and Executory Decision







Copy of Endorsed legal documents Transco-ROW Litigation Dept.


PROCESSING TIME

PERSON RESPONSIBLE

Standby during ROWMD validation process

1. Review endorsed documents

1.1 Data Gathering

2.a. Re-validation of ownership. Request documents to the following government agencies:

- Registry of Deeds

for Title - City/ Municipal/

Provincial Assessor for Tax Declaration




NONE Seven (7)

Working Days

ROW Officer/ Sr. ROW Officer/ Chief ROW Officer

TOTAL: Seven (7)

Working Days

Note:

1. All validation of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu, Negros and

Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao Satellite Office,

respectively. The Travel time is excluded in the processing time.

187 | P a g e


(Working days)





2-3 1 Days

4-10 4 Days




time.

188 | P a g e


EXECUTORY DECISION PHASE 3: DETERMINATION OF PROJECT LOCATION

& AREA FOR VERIFICATION AND CONFIRMATION SURVEY











PROCESSING TIME

PERSON RESPONSIBLE

Standby during ROW verification survey.

1. Verification Survey, Checking, Encoding and Plotting.

1.1 Review and Approval of the Sketch Plan with Narrative Technical Description

NONE Seven (7)

Working Days



TOTAL: Seven (7)

Working Days

Note:

1. All verification survey of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu,

Negros and Panay Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao



(Working days)





2-3 1 Days

4-10 4 Days


2. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in releasing of

the requested document. The procedural process of the concerned agencies is not included in the processing time.

189 | P a g e


EXECUTORY DECISION PHASE 4: PREPARATION, VERIFICATION &

APPROVAL OF VALIDATION REPORT


report.









PROCESSING TIME

PERSON RESPONSIBLE

Waiting for the completion of the ROW validation and confirmation process

Receiving of validation report

1. Consolidation & evaluation of documents for report preparation

2. Computation of final

payment based on court decision

3. Recommendation for

Approval of the validation report and computation of Final payment

4. Endorsement of

approved validation report and computation of Final payment to ROW Litigation Department for Authority to Purchase (ATP) preparation.

NONE


ROW Officer/ Sr.


TOTAL: Seven (7)

Working Days

190 | P a g e


EXECUTORY DECISION PHASE 5: PROCESSING FOR PAYMENT OF JUST

COMPENSATION

Landowner or it’s Representative’s Conformity to Computation of Just Compensation, Preparation

and Signing of Deed of Sale




G2B-Government to Business, GTC-Government to Client, G2G-Government to Government



Approved Authority to Purchase Transco-ROW Litigation Dept.


PROCESSING TIME

PERSON RESPONSIBLE

Litigation Department to endorse approved Authority to Purchase (ATP)

1. Receipt of approved Authority to Purchase (ATP) 1.1 Preparation, review, and comment of DOAS 1.2 Finalization of DOAS.

NONE Twenty (20)

Working Days




Authority

Landowner to sign the Deed of Absolute Sale (DOAS)

2. Initials, signing and approval of DOAS by the landowner and Approving Authority

2.1 Notarization of Deed of

Absolute Sale

TOTAL: Twenty (20)

Working Days

Note:


2. Proceed to Phase 9 of External Process for the payment procedure.

191 | P a g e

ROWLG-ROWMD: ROW PROCESS FOR PROVISIONAL DEPOSIT

Validation and Processing of payment of Provisional Deposit






True copy of Court Order Regional Trial Court and Transco-ROW

Litigation Dept.


Litigation Dept.

Approved Validation Report Transco-ROW Litigation Dept.


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit Request Letter with attached required documents

1. Review and evaluate the endorsed documents. 1. Preparation and

approval of voucher with complete attached documents.

2. Endorsement to Finance for Audit and Check preparation

NONE Seven (7)

Working Days

ROW Officer/ Sr. ROW Officer/ Chief ROW Officer / Dvision Manager / Department Manager

TOTAL: Seven (7)

Working Days

192 | P a g e

ROWLG-ROWMD: ROW PROCESS FOR VALIDATION OF CLAIMS THRU

COURT ORDERS PHASE 1: REQUEST FOR VALIDATION OF CASE FILED BY

NAPOCOR, TRANSCO AND CLAIMANT

Request for validation of claims under Court Proceeding







Litigation Dept.

True copy of Title Transco-ROW Litigation Dept.

True Copy of Clean Tax Declaration Transco-ROW Litigation Dept.

Survey Plan if available Transco-ROW Litigation Dept.

Contact No. of claimant or its representative

Transco-ROW Litigation Dept.


PROCESSING TIME

PERSON RESPONSIBLE


Incomplete Requirements: Reply Letter with instruction to Submit lacking documents

NONE Three (3) Working

Days ROW OFFICER

Complete Requirements: Endorsed to the concerned ROW personnel for validation process Falls Under Project Under Construction (PUC) or National Grid Corporation of the Philippines (NGCP): Reply Letter informing client that the claim is under PUC.

TOTAL: Three (3) Working

Days

193 | P a g e


COURT ORDERS PHASE 2.A: RE-VALIDATION OF CASE FILED BY NAPOCOR,

TRANSCO AND CLAIMANT

Re-validation of claims under Court Proceeding with Compromise Agreement and Final Executory

Decision








Approved Validation Report Transco-ROW Litigation Dept.


PROCESSING TIME

PERSON RESPONSIBLE

1. Standby during ROWMD validation process


2.2 Data Gathering

1.2.1. Re-validation of ownership. Request documents to the following government agencies:

- Registry of Deeds



1.2.2. Receiving of requested documents to the concerned Government Agencies - Registry of Deeds - City/ Municipal/


2.3 Proceed to Phase 5 of

Settlement of ROW

NONE


ROW Officer/ Sr. ROW Officer/ Chief ROW Officer

194 | P a g e

Claims Process thru Court Orders for preparation of the revised validation report.

TOTAL: Seven (7)

Working Days

Note:

1. Validation process will proceed if ROWMD found no record of validation report.

3. All validation of claims or cases of North Luzon, South Luzon, Visayas area (Samar, Leyte, Bohol, Cebu, Negros and Panay

Island) and Mindanao area are handled in the central office, Cebu Satellite Office and Davao Satellite Office, respectively. The

Travel time is excluded in the processing time.


(Working days)





2-3 1 Days

4-10 4 Days


4. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in releasing

of the requested document. The procedural process of the concerned agencies is not included in the processing time.

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COURT ORDERS PHASE 2.B: VALIDATION OF CASE FILED BY NAPOCOR,

TRANSCO AND CLAIMANT

Validation of claims under Court Proceeding with Compromise Agreement and Final Executory

Decision









PROCESSING TIME

PERSON RESPONSIBLE

Assist ROWMD in validation process


1.1 Data Gathering

1.1.1 Prepare and approval of request letter to the following government agencies:

- Registry of Deeds






NONE

Two (2) Working Day

Four (4) Working

Days


ROW Officer

ROW Officer/ Sr.

ROW Officer/ Chief ROW Officer/

Division Manager/ Department Manager

concerned

196 | P a g e









One (1) Working Day

ROW Officer/ Sr.


TOTAL: Seven (7)

Working Days

Note:






(Working days)





2-3 1 Days

4-10 4 Days


3. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in releasing of

the requested document. The procedural process of the concerned agencies is not included in the processing time.

197 | P a g e


COURT ORDERS PHASE 3: DETERMINATION OF PROJECT LOCATION &

AREA FOR VERIFICATION AND CONFIRMATION SURVEY











PROCESSING TIME

PERSON RESPONSIBLE

Standby during ROW Reconnaissance & Field Instrumentation process

1. Research and Lot Data Gathering at

- DENR-LMS - LRA - City/ Municipal/

Provincial Assessor

1.1 Reconnaissance & Field Instrumentation for determination of Transmission Lines & Substation Names, Voltage and Classifications

1.1.1. Checking, Encoding and Plotting 1.2.1. Review and Approval of the Sketch Plan with Narrative Technical Description

N/A




TOTAL: Seven (7)

Working Days

Note:





198 | P a g e


(Working days)





2-3 1 Days

4-10 4 Days


3. All concerned Government agencies (ROD, BIR, Assessor’s Office, DENR) have different administrative process in releasing

of the requested document. The procedural process of the concerned agencies is not included in the processing time.

199 | P a g e


COURT ORDERS PHASE 4: ESTABLISHMENT OF LAND VALUATION &

ESTIMATE OF BUDGETARY REQUIREMENTS

Securing “Time of Taking” valuation for the property affected by transmission lines and substation.









PROCESSING TIME

PERSON RESPONSIBLE

Standby for the status or feedback of the ROW validation and confirmation process

1. Secure Time-of-Taking Valuation based on any of the following:

- NPC Board

Resolution - Supreme Court

Decision - Previously

acquired property of NPC/ TransCo

- Nearest Sales Data at the Time of Taking

- Relevant BIR Zonal Value

1.1 Secure Current BIR Zonal Value

N/A



ROW Officer

TOTAL: Seven (7)

Working Days

Note:






(Working days)

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2-3 1 Days

4-10 4 Days




time.

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COURT ORDERS PHASE 5: PREPARATION, VERIFICATION & APPROVAL OF

VALIDATION REPORT


report.








PROCESSING TIME

PERSON RESPONSIBLE

1. Waiting for the completion of the ROW validation and confirmation process

5. Receiving of

validation report

1. Consolidation & evaluation of documents for report preparation, evaluate court decision for determination of final payment 1.1 Approval of the validation report 2. Endorsement of approved validation report to ROW Litigation Department

N/A

Seven (7)

Working Days

ROW Officer/ Sr.


TOTAL: Seven (7)

Working Days

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MECHANISM

How to send feedback

Clients may drop their complaints in the complaints box located at TransCo's Head Office in Power Center, Diliman, Quezon City. Clients may also send their complaints, feedback and other concerns via electronic mail (e-mail) at [email protected].

How feedbacks are processed

The Public Relations Officer checks the customer service email daily and shall acknowledge received complaints/feedback within the day. Every Friday, the Public Relations Officer opens the drop box; compiles and records all feedback submitted. Feedbacks received by drop-box are acknowledged on the Monday of the following week. The Public Relations Officer shall forward feedbacks to responsible functional group/s for resolution and response within three working days upon receipt.

How to file a complaint

Clients may submit their complaints at TransCo's Head Office. Complaints may also be filed via e-mail at [email protected]. The following information must be provided in the letter, as follows: 1. Name of the person/office being complained; 2. Incident; and 3. Evidence For complaints and feedback, clients may directly contact the Public Relations Officer at (02) 79051200 Local 1637.

How complaints are processed

The Public Relations Officer opens the complaints drop box every Friday, duly acknowledges the same on the next working day, Monday, and evaluates each complaint. The Public Relations Officer shall forward complaints to relevant office/s for their explanation within seven (7) days upon receipt. All responses shall be submitted to the ManCom for review and for proper disposition and/or investigation. The Public Relations Officer shall create a report after the investigation and shall submit to the Head of Agency for appropriate action, if warranted. The Public Relations Officer will give feedback to the client. For inquiries and follow-ups, the Client may contact telephone number (02) 79051200 local 1637.

Contact Information of CCB, PCC, and ARTA

8888 – Presidential Complaints Center 0908-881-6565 – CSC Contact Center ng Bayan 487-5093 – Anti-Red Tape Authority

FEEDBACK AND COMPLAINTS

MECHANISM

mailto:[email protected]

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OFFICE ADDRESS CONTACT

INFORMATION

National Transmission Corporation Head Office

Power Center, Quezon Avenue cor. BIR Road, Diliman, Quezon City

7-902-1500

National Transmission Corporation Cebu Satellite Office

3rd Floor, Room 3B, Cedaville Residences, Nasipit, Talamban, Cebu City

(032) 412-1667

National Transmission Corporation Davao Satellite Office

Mindanao Satellite Office, NAPOCOR Cmpd., Kumintang St., Mintal, Davao City

(082) 327-3994

LIST OF OFFICES