Submission of Report on Annual Physical Inventory of Property, Plant and Equipment to the Auditor

November 7, 2008 BIR MEMORANDUM TO : All Regional Directors, Revenue District Officers, Division Chiefs and Others Concerned Pursuant to Section 66 of the Manual on the New Government Accounting System, Volume II, the report on annual physical inventory of property, plant and equipment which include equipment, furniture and fixtures, computers, vehicles, buildings and structures, land and improvement, acquired assets, donated and leased properties as of December 31, 2008 shall be submitted to the Auditor not later than January 31, 2009. In this regard, all properties in the custody of the Regional and District Offices shall be listed in the Report on the Physical Count of Property, Plant and Equipment (RPCPPE), sample form and instructions are hereto attached. A separate sheet, however, shall be accomplished for leased properties. The inventory reports shall be consolidated and reconciled by Administrative Division in the Regional Office. A separate RPCPPE shall be prepared for the properties recorded in the books of accounts of the Regional Office. For this purpose, the Finance Division of each Region shall furnish their Administrative Division with a list of properties taken up in their books of accounts. The consolidated regional inventory reports shall be submitted to their respective Regional Auditors. HSDIaC All inventory reports of all properties not taken up in the books of accounts of the Region shall be listed in another RPCPPE and to be submitted to the Chief, General Services Division on or before January 15, 2009 for submission to the Resident Auditor. For strict compliance. (SGD.) CELIA C. KING OIC-Deputy Commissioner Resource Management Group ATTACHMENT REPORT ON THE PHYSICAL COUNT OF PROPERTY PLANT AND EQUIPMENT REPORT ON THE PHYSICAL COUNT OF PROPERTY, PLANT AND EQUIPMENT (RPCPPE) INSTRUCTIONS A. This form shall be accomplished as follows: 1. Type of Property, Plant and Equipment (PPE) property, plant and equipment account name such Heavy Equipment, Technical and Scientific Equipment, Motor Vehicle, Office Equipment, Furniture and Fixtures, etc. CAHTIS 2. Date date as of a given date 3. Name of Accountable Officer name of the accountable officer 4. Official Designation official designation of the accountable officer 5. Agency/Office branch or office where the accountable officer is assigned 6. Date of Assumption first day of assumption of the duties and responsibilities as accountable officer 7. Article type of item or article e.g., personal computer, printer, filing cabinet, etc. 8. Description brief description of the article/item e.g., acer, monitor for personal computer, Epson for printer, etc. 9. Property Number assigned property number by the Supply and Property Unit 10. Unit of Measure e.g., piece, set, etc. ADcEST 11. Unit Value cost per quantity unit 12. Balance per Card quantity of items or articles appearing in the Property, Plant and Equipment Ledger Card 13. On Hand per Count quantity of items or articles per physical count 14. Shortage/Overage excess of the quantity and total value of items or articles per Property, Plant and Equipment Ledger Card over that of the physical count or vice versa 15. Remarks whereabouts, conditions and other relevant information relative to property, plant and equipment B. This form shall be used to report on the physical count of property, plant and equipment by type such as Heavy Equipment, Technical and Scientific Equipment, Motor Vehicles, Office Equipment, Furniture and Fixtures, etc. which are owned by the agency. C. This shall be prepared yearly in three copies and shall be certified correct by the Inventory Committee and approved by the Head of the Agency. This shall be distributed as follows: Original Copy Accounting Unit Duplicate Copy Supply and Property Unit Triplicate Copy Inventory Committee file D. It shall be submitted to the Auditor concerned not later than January 31 of each year. EIcSDC