Amendment to Revenue Administrative Order No. 13-88, Relative to the Organization and Functions of the General Services and Property Divisions

December 22, 1990 REVENUE ADMINISTRATIVE ORDER NO. 03-90 SUBJECT : Amendment to Revenue Administrative Order No. 13-88, Relative to the Organization and Functions of the General Services and Property Divisions TO : All Internal Revenue Officials and Others Concerned I. Objectives : This Order aims to redefine and to streamline further the organization and functions of the General Services and Property Division. The following are prescribed in this Order: A. Elevation of the Printing Unit of the Printing and Mailing Section in the General Services Division into a section to be known as the Printing Operations Section; B. Incorporation of the Mailing Unit of the Printing and Mailing Section into the Miscellaneous Services Section of the General Services Division; cd C. Elevation and merging of the Radio Communication and Telephone Units into a section to be named as the Communications Operations and Maintenance Section; D. Elevation of the Building, Repair and Grounds Unit of the General Services Division into a Section; and E. Merging of the Maintenance Unit of the Records Control and Maintenance Section with the Motor Vehicle Maintenance Section (Property Division), renamed Automotive and Equipment Maintenance Section. II. Organization : For this purpose, the General Services and the Property Divisions are hereby restructured, as follows: A. General Services Division 1. Disbursement and Bonding Section 2. Miscellaneous Services Section 3. Printing Operations Section 4. Electrical and Mechanical Maintenance Section 5. Building and Grounds Maintenance Section 6. Communications Operations and Maintenance Section cd B. Property Division 1. Procurement Section 2. Warehousing, Distribution and Shipping Section 3. Automotive and Equipment Maintenance Section 4. Records Control Section Correspondingly, the revenue personnel that handle the aforementioned functions being reassigned shall be shifted, following the organization set forth above. III. Functions : Accordingly, the functions of the General Services and the Property Divisions, as stated RAO 13-88, are amended as follows: Section III D The General Services Division shall have the following functions: 1) Administer the general services program of the Bureau relative to the disbursement, bonding, mailing, telecommunications and other miscellaneous services, including the overall upkeep of the BIR National Office Building and the former Data Processing Center Building relative to electrical, mechanical, lighting, ventilation, repair, carpentry, grounds development and environmental sanitation; 2) Prepare mailing telegram and general messengerial services; 3) Provide radio communications, telephone and related services; 4) Render printing and documents reproduction services; 5) Prepare commercial checks for payment of salaries and wages, travelling expenses and sundry expenses of the Bureau; 6) Take charge of Fidelity and Surety Bonds and take action on Bidders' Bonds in Public Biddings; 7) Prepare "Advice of Commercial Checks Released and Checks Cancelled" and furnish the Land Bank of the Philippines daily or as often as necessary with the said credit advices; acd 8) Perform and execute the participatory functions of the National Office in the rental and/or acquisition of office spaces for region and district officer; prepare/process original or renewal of contracts of lease, evaluate requests for increase of rentals, transfers to other buildings/locations, etc. 9) Perform functions and assume responsibilities that may be assigned to it in the implementation of the Bureau's building program with respect to the administration, maintenance and repair of BIR-owned buildings and grounds in the National, Regional and District Offices; 10) Monitor the general cleanliness and environmental sanitation of working areas including the canteens and building premises and check on adequate ventilation and lighting facilities and working space in coordination with the Medical and Dental Division; 11) Take charge of the procurement of needed materials and parts for the repair and maintenance of the Bureau's physical, electrical and mechanical units, devices and equipment; and 12) Perform such other related functions as may be assigned. D-1 Disbursement and Bonding Section a) Take charge of the payment of salaries and wages of personnel in the National Office; b) Prepare commercial checks for payment of salaries and wages, travelling expenses, tax refunds, sundry expenses of the Bureau such as electric bills, water, telephone, periodicals, insurance for buildings and equipment, suppliers, janitorial, security and other services; c) Direct and control the proper bonding of accountable revenue personnel; d) Process, approve, release or cancel surety bonds of accountable custodians; e) Accept payments, issue official receipts thereto, and remit/deposit collections to the Bureau of the Treasury/Land Bank of the Philippines under Fund 101, 102, 104, 151 and 153; f) Prepare "Advice of Commercial Checks Released and Checks Cancelled" and furnish the Land Bank of the Philippines daily or as often as necessary with the said credit advices; g) Sort and distribute GSIS dividend checks, salary and policy loan checks, insurance maturity checks to employees of the Bureau; h) Prepare required reports such as monthly reports of collection and deposits, disbursements and accountabilities and bank reconciliation statements; and acd i) Perform such other related functions as may be assigned. D-2 Miscellaneous Services Section a) Take charge of the contracts entered into by the Bureau with different contractors including janitorial and security services; b) Prepare vouchers for rental payments, janitorial, security and other services, water; telephone, electric and newspaper bills; c) Perform and execute the participatory functions of the National Office in renting or otherwise acquiring office spaces for regional and district units; preparation/processing of original or renewal of contracts of lease, evaluation of requests for increase of rentals, transfers to other buildings/locations, etc.; d) Act on additional cash advances requested by BIR officials/personnel; e) Take charge of the mail service requirements of the Bureau in coordination with the Bureau of Posts; f) Distribute/deliver BIR reports, issuances, rulings, and other official documents and communications; g) Attend to all general administrative matters of the Division such as daily routine clerical activities, preparation of periodic reports and efficiency ratings of all personnel, recording of attendance, requisition, distribution of supplies and equipment, etc.; and h) Perform such other related functions as may be assigned. D-3 Printing Operations Section a) Provide printing, stencil and mimeograph services of BIR forms, rulings, issuances and other documents requiring mass reproduction; b) Coordinate with the BIR Forms Committee relative to the printing of new, revised/updated BIR forms; c) Coordinate with the Miscellaneous Section of the General Services Division on the distribution/dissemination of BIR reports, issuances, rulings and other official documents to the different units of the Bureau; d) Maintain a control and filing system of all BIR forms, issuances, rulings and other official documents that are mass produced; and e) Perform such other related functions as may be assigned. D-4 Electrical and Mechanical Maintenance Section a) Set up and implement guidelines and procedures for the proper use and maintenance of all electrical and mechanical systems and equipment; b) Take care of the maintenance, upkeep and operation of the Emergency Power Centers, Halon 1301 System, sound, fire alarm and sprinkler, airconditioners, elevator systems and other electrical and mechanical devices/facilities; c) Procure the materials, parts and other items for the maintenance and repair of electrical mechanical facilities/fixtures of the National Office Building and premises; d) Take action on the proper disposal of non-serviceable electrical/mechanical devices and equipment; e) Study, review and recommend approval of contracts for services related to the maintenance/repair of particular electrical and mechanical systems whenever such contracts are called for; and f) Perform such other related functions as may be assigned. D-5 Building and Grounds Maintenance Section a) Undertake the maintenance and general upkeep of the National Office and DPC Building and grounds and other physical improvements within the BIR compound; procure materials relative thereto; b) Supervise all housekeeping and other related functions such as plumbing, carpentry, painting, gardening and repairs connected therewith; c) Evaluate proposed building sites, building plans, renovations and other related projects under the Bureau's building program; d) Oversee the operation and maintenance of the swimming pool and all other sports facilities within the Bureau; e) Take charge of the allocation of office spaces to the various units in the National Office Building; and f) Perform such other related functions as may be assigned. D-6 Communications Operations and Maintenance Section a) Maintain radio communications, telephone and related services; b) Coordinate with the telephone company(ies) to ensure uninterrupted and efficient service; c) Implement the radio communication network program of the Bureau; provide technical expertise in the acquisition of new units; d) Take action in the installation, maintenance, upkeep and repair of radio communication units throughout the Bureau; e) Procure materials, parts and other items for the maintenance and repair of radio communication units; f) Coordinate with other government agencies regarding radio communications matters; and g) Perform such other related functions as may be assigned. Section III E The Property Division shall have the following functions: 1) Administer the property management program of the Bureau; 2) Take charge of the procurement, distribution, accountability and utilization of office supplies, forms and equipment and motor vehicles in the central office; 3) Procure, receive, store and issue upon requisition all BIR forms needed in the assessment and collection of taxes and for administrative purposes; 4) Procure, receive, store and issue upon requisition all supplies and materials needed by the Central Office; 5) Coordinate and exercise functional supervision over property management activities in the field offices; 6) Prepare vouchers for payment of equipment, office supplies, materials, services and other miscellaneous expenses; 7) Take charge of the proper utilization, maintenance, disposal and condemnation of BIR motor vehicles, equipment and other properties; 8) Exercise advisory and consultative functions with respect to the administration, maintenance and repair of official BIR motor vehicles; 9) Take charge of the procurement of materials and parts for repair and maintenance works of BIR motor vehicles, equipment and other properties; and 10) Perform such other related functions as may be assigned. E-1 Procurement Section a) Receive requisition and take charge of the procurement of supplies, materials, forms, equipment, motor vehicles and other properties needed by the organizational units of the Bureau; b) Take charge of the canvassing and keep an up-to-date price index of the items and list of all sources of supplies, materials, equipment, motor vehicles and other properties; and c) Perform such other related functions as may be assigned. E-2 Warehousing, Distribution and Shipping Section a) Receive and issue supplies, forms, materials, equipment, motor vehicles and other properties purchased by the Bureau and take charge of their storage and safekeeping; b) Maintain a record of the stock-on-hand and requisitions for supplies made by BIR offices and units in the National Office and for forms and equipment in the National and Regional Offices; c) Make recommendations on the consumption needs of the Bureau; extract subsidiary trial balances of supplies, forms, materials, equipment, motor vehicles and other properties according to the accounts classification of the BIR; d) Prepare necessary documents or tracers and undertake the shipment and distribution of supplies, forms, materials and equipment to the offices and units of the Bureau; and e) Perform such other related functions as may be assigned. E-3 Automotive and Equipment Maintenance Section a) Set up guidelines and procedures for the use and preventive maintenance of official motor vehicles; b) Take charge of the servicing, overhauling, and repair of BIR vehicles; c) Take charge of the repair of defective equipment such as typewriters, calculators, metering and adding machines, as inspected by the technicians of the Division; d) Act on and recommend the disposal and condemnation of unserviceable vehicles, tires, spare parts, equipment, supplies and materials of the National Office; and e) Perform such other related functions as may be assigned. E-4 Records Control Section a) Maintain an inventory of accountable properties acquired by the Bureau through a systematic numbering and recording of the said properties; b) Process clearances of revenue personnel pertinent to their resignation, retirement, long leave of absence, etc.; c) Maintain records of equipment, motor vehicle and other properties purchased by the Bureau and take charge of their disposition, storage or safekeeping; d) Take charge of the insurance and registration of the motor vehicle in the National Office; e) Attend to all general administrative matters of the Division such as daily routine clerical activities, preparation of periodic reports and efficiency ratings of the personnel, records and reports of attendance, requisition, distribution of supplies and equipment, etc.; and g) Perform such other related functions as may be assigned. IV. Effectivity : This Order shall take effect immediately. (SGD.) JOSE U. ONG Commissioner of Internal Revenue