Statement of Functions of the Financial and Administrative Service Including the Divisions Under it Down to Section Level

June 30, 1995 REVENUE ADMINISTRATIVE ORDER NO. 6-95 SUBJECT : Statement of Functions of the Financial and Administrative Service Including the Divisions Under it Down to Section Level TO : All Internal Revenue Officers and Others Concerned I. Objective : This Order defines the organizational structure and the detailed functions of Financial and Administrative Service pursuant to the streamlining of the Bureau set forth in Executive Order No. 132,as implemented under RAO No. 4-93 dated December 1, 1993. II. Organization : The following divisions with their respective sections shall compose the FINANCIAL AND ADMINISTRATIVE SERVICE: A. Budget Division 1. National Office Budget Section 2. Regional Budget Section 3. Budget Control Section B. Accounting Division 1. Bookkeeping and Reconciliation Section 2. Processing Section 3. Expense Control Section C. General Service Division 1. Disbursement and Bonding Section 2. Electrical and Mechanical Maintenance Section 3. Building and Grounds Maintenance Section 4. Communications Operations and Maintenance Section 5. Warehousing, Distribution and Shipping Section 6. Automotive and Equipment Maintenance Section 7. Property Records Control Section 8. Printing Operations Section 9. Miscellaneous Services Section D. Accountable Forms Division 1. Forms Procurement Section 2. Stamps and Labels Section 3. Miscellaneous Accountable Forms Section 4. Accounting and Records Section E. Records Division 1. Indexing and Control Section 2. Current Records Section 3. Non-Current Records Section F. Procurement Division 1. Supplies and Materials Section 2. Machines and Equipment Services Section 3. Contracts Administration and Miscellaneous Section III. Functions : FINANCIAL AND ADMINISTRATIVE SERVICE shall: 1. Perform staff, advisory and consultative functions relative to budgeting, financial control, property and records management, accountable forms, building and facilities maintenance procurement and other general services; 2. Develop and recommend policies, work programs, guidelines, standards and procedures for financial and administrative services: 3. Provide necessary data or input to other Units/services based on its operations and experiences to support proposed tax legislations: 4. Supervise and control the activities of the Divisions under the Services and monitor and coordinate with field offices relative to financial and administrative matters: 5. Prepare financial reports relative to appropriations and disbursements as required by top management and other governmental bodies: and 6. Perform such other related functions as may be assigned. A. BUDGET DIVISION shall : 1. Develop and recommend policies, work programs, standards, guidelines and procedures relative to the preparation, execution and control of the budget of the Bureau; 2. Schedule and coordinate the various steps of the budget process in the Bureau to meet prescribed time schedules and deadlines; 3. Prepare annual, supplemental, special and deficiency budgets of the Bureau in accordance with the prescribed guidelines: 4. Prepare annual Agency Budget Matrix, Cash Programs and modifications thereof, whenever necessary: 5. Assist top management in the presentation of BIR budgetary estimates before administrative and legislative bodies: 6. Represent the BIR on routine budget meetings with the Department of Budget and Management (DBM) and the Department of Finance (DOF); 7. Consolidate, prepare and submit budget and financial reports to top management and as required by other governmental bodies and recommend measures in the economical utilization of financial resources and of improving budgetary operations of the Bureau: 8. Maintain awareness of all developments affecting budgetary matters; 9. Allocate available funds to programs activities and projects on the basis of approved guidelines and priorities: 10. Provide fund support to the operations plans and programs of the Bureau subject to budgetary ceilings: 11. Provide consultation and technical assistance to budget units in the Regional Offices and various organizational units of the Bureau on matters relative to budgeting: and 12. Perform such other related functions as may be assigned: A-1. National Office Budget Section shall : 1. Plan and develop methods and procedures on budget preparation and accountability: 2. Monitor the preparation of budget estimates in the National Office: ascertain problem areas and render assistance whenever necessary: 3. Analyze, review and evaluate for completeness and conformity to instructions budget proposals submitted including justification materials: 4. Consolidate budget proposals of various services and divisions in the National Office: 5. Prepare justification and other materials to accompany budget estimates including those needed in consultation meetings and hearings in DBM and in Congress; 6. Draw Request for Obligation or Allotment (ROA) for expenses incurred and anticipated expenditures of the National Office: and 7. Perform such other related functions as may be assigned. A-2. Regional Budget Section shall : 1. Coordinate, advise and provide technical assistance to Regional Offices on budgetary matters; 2. Monitor the preparation and submission of regional budget estimates, budget accountability reports and dissemination of budget instructions and circulars; 3. Assist in the regional budget hearings: 4. Process, analyze and collate budget proposals of Regional Offices and submit recommendations: 5. Prepare and issue operating budgets of Regional Offices based on approved Agency Budget Matrix and Allotment Orders: 6. Prepare sub-allotment advice covering the financial requirements for authorized program, activity and project of Regional Offices and forward the same to them together with the Notice or Fund Transfer issued by the Accounting Division for Personal Service and Notice of Cash Allocations issued by DBM for MODE: 7. Monitor and collate monthly Physical Report of Operations and financial Report of Operations of all Regional Offices and initiate or suggest remedial action on significant problems and constraints reported: 8. Review and analyze requests for modification or realignment of funds whenever necessary: and 9. Perform such other related functions as may be assigned. A-3. Budget Control Section shall : 1. Consolidate budget proposals of the National and Regional Offices into one bureau budget proposal; 2. Plan and develop methods and procedures on budget execution; 3. Prepare original Agency Budget Matrix and Cash Program and request for changes in program, project activity structure of the bureau including realignment of funds whenever necessary; 4. Obligate allotments for all anticipated and actual expenditures of the Bureau; 5. Keep and maintain control of appropriations, allotments and obligations of the National Office and Regional Office by program, project activity and by expense objects effecting thru such controls, changes and adjustments in current Agency Budget Matrix; 6. Compile and analyze data on obligations incurred by the National Office for possible transfer or reallotment of funds and for purposes as may be needed by the top management: 7. Prepare supplemental or special budgets whenever necessary; 8. Prepare Bureau's Accomplishment Report. Consolidated Physical Report of Operations (PROs) and Status Report on Allotments and Obligations as required by DBM and Bureau officials; and 9. Perform such other related functions as may be assigned. ACCOUNTING DIVISION shall : 1. Develop and recommend policies, work programs, standards, guidelines and procedures on the accounting of appropriation and disbursements incurred by the Bureau: 2. Process and review disbursement vouchers and payrolls in compliance with accounting and auditing rules and regulations: 3. Remit payments of salary deductions and withholding taxes to the proper entities concerned: 4. Prepare adjustments in the payroll of BIR personnel for computerization purposes; 5. Maintain accounting records and books of accounts to reflect accurate and current financial information on expenditures and disbursements of the Bureau required by existing auditing rules and regulations and by management; 6. Issue and control Certification of Availability of Funds (CAF) as required by auditing regulations; 7. Consolidate, prepare and submit financial statements and other periodic reports required by management and fiscal authorities of the government; 8. Record the release of sub-allotments to Regional Offices; 9. Maintain control records of fund allocations received by regional offices; 10. Issue certification of payments to the Medicare, GSIS, NHMFC, Pag-ibig, etc. requested by employees; 11. Prepare certified copies of accounting documents requested by duly authorized officials of the Bureau; and 12. Perform such other related functions as may be assigned. B-1. Bookkeeping and Reconciliation Section shall : 1. Maintain accounting records and books of accounts (journal, general and subsidiary ledgers) to reflect accurate and current financial transactions required by management and existing accounting and auditing rules and regulations; 2. Prepare and consolidate trial balances, supporting schedules and statements and other financial reports of the National Office and those submitted by Regional Offices for submission to fiscal agencies and Congress; 3. Reconcile current accounts maintained with Land Bank of the Philippines (LBP): 4. Prepare certifications of availability of funds; 5. Record the release of sub-allotments to Regional Offices; 6. Reconcile the Treasury/Agency accounts current of the Bureau; 7. Analyze and reflect journal adjustments in the books of accounts; and 8. Perform such other related functions as may be assigned. B-2. Processing Section shall : 1. Process, review and settle the following claims for compliance with accounting and auditing rules and regulations: 1.1. Salaries travel expenses, leaves of absence and benefits of employees: 1.2. Fiscal Agency Service (FAS) of Revenue Attaches/revenue officials going abroad on official mission: 1.3. Those of private and government creditors: 1.4. Tax refunds on excess withholding taxes on wages, overpayments, erroneous payments, check replacements of lost or state warrants, conversion of tax credit to cash refunds and payments of informer's reward: 2. Transmit to offices concerned suspended claims for compliance with audit requirements: 3. Process applications for National Office clearance of revenue officials and employees for retirement, leave of absence of thirty (30) days or more, transfer separation and other similar purposes; 4. Prepare and transmit to ISOS all changes in the payroll involving amounts of salary, salary deductions, transfer and inclusion of newly appointed personnel; 5. Remit payments of deductions and withholding taxes to proper entities concerned; 6. Issue certifications of deductions for loan applications with the GSIS, NHMFC, Pag-ibig and other government and private agencies: 7. Prepare summaries of monthly payrolls, for purposes of issuances of SAA and fund transfer; and 8. Perform such other related functions as may be assigned. B-3. Expense Control Section shall : 1. Maintain updated balance of Requests for Obligation of Allotment (ROA); 2. Monitor all disbursements of the Bureau e.g. salaries, benefits, tax refund payments and other sundry expenses: 3. Prepare requests for fund transfer to Regional Offices and advises them of such transfer: 4. Keep and maintain subsidiary ledgers of all salary deductions, cash advances and uncomplied travel: 5. Prepare and submit schedule of unliquidated obligations cash advances and trust deposits: 6. Prepare a record of aging accounts payable: and 7. Perform such other related functions as may be assigned. C. GENERAL SERVICES DIVISION shall : 1. Administer the general services program of the Bureau relative to disbursement, bonding, printing, telecommunications and other miscellaneous services including the general maintenance of the BIR National Office Bldg. the former Data Processing Center Bldg. and the Revenue Computer Center (RCC) Bldg. relative to electrical, mechanical, lighting, ventilation, repair, carpentry, grounds development and environmental sanitation; 2. Administer the property and supply management program of the Bureau as well as the maintenance of official motor vehicles; 3. Provide radio communication services as well as telephone, telex and other related services; 4. Prepare commercial checks for payment of all approved disbursement vouchers; 5. Take charge of the payment of salaries, wages, allowances and other incentives of revenue personnel in the National Office; 6. Take charge of Fidelity and Surety Bonds and take action on Bidders' Bonds in biddings; 7. Prepare "Advice of Commercial Checks Issued and Cancelled" and furnish the Land Bank of the Philippines thereof daily or as often as necessary; 8. Perform functions relative to the implementation of the Bureau's building program and the administration, maintenance and repair of BIR buildings in the National Office; 9. 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; 10. Take charge of the maintenance and disposal of electrical and mechanical devices, BIR motor vehicles, equipment and other properties belonging to the National Office; 11. Take charge of the receipt, warehousing, distribution, accountability and utilization of office supplies, forms, equipment and motor vehicles in the National Office; 12. Take charge of the distribution of forms office equipment and motor vehicles to BIR field offices; 13. Render printing and documents reproduction services: 14. Conduct periodic physical inventory of supplies and equipment and verify against stock cards: 15. Provide mailing telegram and general messengerial services of the Bureau: and 16. Perform such other related functions as may be assigned. C-1. Disbursement and Bonding Section shall : 1. Take charge of the payment of salaries, wages, allowances and other incentives of personnel in the National Office: 2. Act on additional cash advances requested by BIR officials/personnel: 3. Prepare vouchers for water, telephone, electric and newspaper bills and other sundry expenses: 4. Prepare commercial checks for payment of all approved disbursement vouchers: 5. Process, approve, release or cancel fidelity and surety bonds of accountable revenue personnel: 6. Accept payments, issue official receipts thereto, and remit/deposit collections to the Bureau of Treasury/Land Bank of the Philippines under Fund 101, 102, 104, 105, 151, 152, and 153; 7. Prepare "Advice of Checks Issued and Cancelled" and furnish the Land Bank of the Philippines daily as often as necessary: 8. Sort and distribute GSIS dividend checks, salary and policy loan checks, insurance maturity checks to employees of the Bureau; 9. Prepare required reports such as monthly reports of collection and deposit, disbursements and accountabilities and Report of Checks Issued and Cancelled: and 10. Perform such other related functions as may be assigned. C-2. Electrical and Mechanical Maintenance Section shall : 1. Set up and implement guidelines and procedures for the proper use and maintenance of all electrical and mechanical systems and equipment: 2. Take charge of the maintenance upkeep and operation of the Emergency Power Centers, Halon 1301 System, sound system, fire alarm and sprinkler airconditioners, elevator systems and other electrical and mechanical devices/facilities: 3. Take action on the proper disposal of non-serviceable electrical/mechanical devices and equipment; 4. Study, review and recommend technical requirements for contracts for services related to the maintenance/repair of particular electrical and mechanical systems whenever such expertise are called for; and 5. Perform such other related functions as may be assigned. C-3. Building and Grounds Maintenance Section shall : 1. Undertake the maintenance and general upkeep of the National Office, Revenue Computer Center and DPC Building and grounds and other physical improvements within the BIR compound; 2. Supervise all housekeeping and other related functions such as plumbing, carpentry, painting, gardening and repairs connected therewith: 3. Evaluate proposed building sites, building plans, renovations and other related projects under the Bureau's building program; 4. Oversee the operation and maintenance of the swimming pool and all other sports facilities within the Bureau; 5. Take charge of the allocation of office spaces to the various units in the National Office Building: and 6. Perform such other related functions as may be assigned. C-4. Communications Operations and Maintenance Section shall : 1. Maintain radio communications, telephone and related services: 2. Coordinates with the telephone company (ies) to ensure uninterrupted and efficient service: 3. Implement the radio communication network program of the Bureau and provide technical expertise in the acquisition of new units: 4. Take action in the installation, maintenance, upkeep and repair of radio communication units throughout the Bureau: 5. Coordinate with other government agencies regarding radio communications matters: and 6. Perform such other related functions as may be assigned. C-5. Warehousing, Distribution and Shipping Section shall : 1. Receive and issue supplies, forms materials, equipment, motor vehicles and other properties purchased by the Bureau and take charge of their storage and safekeeping: 2. Maintain a record of the stock on hand and requisitions for supplies made by offices and units in the National Office and for forms and equipment in the National and Regional Offices; 3. Make recommendations on the consumption needs of the Bureau: extract subsidiary balances of supplies, forms, materials equipment, motor vehicles and other properties according to the accounts classification of the BIR: 4. 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 5. Perform such other related functions as may be assigned. C-6. Automotive and Equipment Maintenance Section shall : 1. Set up guidelines and procedures for the use and preventive maintenance of official motor vehicles; 2. Take charge of the servicing, overhauling and repair of BIR vehicles assigned in the National Office: 3. Take charge of the repair of defective equipment such as typewriters, calculators, metering and adding machines, as inspected by the technicians of the Division: 4. Act on and recommend the disposal and condemnation of unserviceable vehicles, tires, spare parts, equipment, supplies and materials of the National Office: and 5. Perform such other related functions as may be assigned. C-7. Property Records Control Section shall : 1. Maintain an inventory of accountable properties acquired by the Bureau through a systematic numbering and recording of the said properties; 2. Process clearances for property accountability of revenue personnel pertinent to their resignation, retirement, long leave of absence, etc.; 3. Maintain records of equipment, motor vehicle and other properties purchased by the Bureau and take charge of their disposition, storage or safekeeping; 4. Take charge of the insurance and registration of the motor vehicle and other properties in the National Office; and 5. Perform such other related functions as may be assigned. C-8. Printing Operations Section shall : 1. Provide printing, stencil and mimeograph services of BIR forms, issuances and other documents requiring mass reproduction; 2. Coordinate with the BIR Forms Committee relative to the printing of new, revised/updated BIR forms; 3. Coordinate with the Miscellaneous Services Section on the distribution/dissemination of BIR reports, issuances and other official documents to the different units of the Bureau; 4. Maintain a control and filing system of all BIR forms, issuances and other official documents that are mass produced; and 5. Perform such other related functions as may be assigned. C-9. Miscellaneous Services Section shall : 1. Take charge of the mail and messengerial service requirements of the Bureau; 2. Distribute/deliver BIR reports issuances, rulings and other official documents and communications to revenue offices; and 3. Perform such other related functions as may be assigned. D. ACCOUNTABLE FORMS DIVISIONS shall : 1. Administer the Accountable forms Management Program of the Bureau relative to procurement and printing, receipt, warehousing, distribution and disposal of revenue accountable forms: 2. Provide staff services for the development of guidelines and procedures for the systematic and effective execution of the program: 3. Maintain necessary subsidiary ledgers, including vault ledgers, bin cards and stock cards for all accountable forms and subsidiary ledgers for accountabilities of accountable officers who requisitioned said forms directly from the Accountable Forms Division; 4. Undertake and monitor status of shipment and delivery of accountable forms to Regional Offices outside of Metro Manila and to Revenue Attaches and Finance Officers thru diplomatic pouch; 5. Maintain all documents pertaining to the issuances, shipments, deliveries, losses and disposal of accountable forms; 6. Undertake the disposal of all obsolete damaged and cancelled accountable forms in the National Office and coordinate with the Committee on Disposal of Specialized Accountable Forms in the Regional Office for its disposal upon approval of the Commissioner; 7. Process monthly reports of accountability and applications for clearance of Bureau personnel: and 8. Perform such other related functions as may be assigned. D-1. Forms Procurement Section shall : 1. Set up guidelines and procedures for the systematic procurement of revenue accountable forms; 2. Prepare the annual program for the procurement of revenue accountable forms; 3. Keep and maintain records on unit costs of acquisitions of each item of revenue accountable forms; 4. Monitor the stock position of each revenue accountable form to serve as guide in procurement; 5. Prepare all papers for the procurement of the forms and supervise actual procurement thereof in accordance with the program; 6. Gather information on the needs of the Bureau for revenue accountable forms, and analyze the causes of significant increases or decreases on the demand for particular accountable forms; 7. Cause, in coordination with the Inspection and Acceptance Committee and COA, the inspection and acceptance of BIR accountable forms delivered by suppliers/printers; facilitate/make representations for correction of discrepancies discovered and replacement of items found defective; 8. Prepare disbursement vouchers covering the procurement expenses of the division; and 9. Perform such other related functions as may be assigned. D-2. Stamps and Labels Section shall : 1. Set up guidelines and procedures for the receipt, safekeeping and issuance of all internal revenue stamps and labels; 2. Receive internal revenue stamps and labels delivered by suppliers/printers after inspection thereof by the BIR Inspection and Acceptance Committee; 3. Process requisitions for internal revenue stamps/labels: prepare the documents needed and issue the stamps/labels to authorized requisitioners: 4. Keep and maintain bin/stock cards for each denomination of stamps and kind of official labels kept in the vault, reflecting the daily receipts, issuances and balances of particular items; 5. Conduct an annual physical inventory of internal revenue stamps and official labels and compare the same with the balances of the items appearing in the vault ledgers and bin/stock cards to detect possible losses; 6. Report to management losses/damages, of internal revenue stamps and labels for appropriate action; 7. Prepare papers for disposal of internal revenue stamps and labels found to be defective, damaged or obsolete; 8. Undertake the delivery and monitoring of internal revenue stamps and labels; and 9. Perform such other related functions as may be assigned. D-3. Miscellaneous Accountable Forms Section shall : 1. Set up guidelines and procedures for the receipt, safekeeping and issuance of miscellaneous accountable forms such as Revenue Official Receipts, Certificate Authorizing Registration, Letters of Authority, Authority to Cancel Assessment, etc.; 2. Receive miscellaneous accountable forms delivered by suppliers/printers after inspection thereof by the BIR Inspection and Acceptance Committee; 3. Process requisitions for miscellaneous accountable forms; prepare the documents needed and issue the miscellaneous accountable forms to authorize requisitioners; 4. Keep and maintain bin/stock cards for each type of miscellaneous accountable forms kept in the vaults, reflecting the daily receipts, issuances and balances of particular items; 5. Conduct an annual physical inventory of miscellaneous accountable forms and compare the same with the balances of particular items in the vault ledgers and bin/stock cards to detect possible losses; 6. Report to management losses/damages of miscellaneous accountable forms for appropriate action: 7. Prepare papers for the disposal of miscellaneous accountable forms found to be detective, damaged or obsolete; 8. Undertake the delivery and monitoring of miscellaneous accountable forms: and 9. Perform such other related functions as may be assigned. D-4. Accounting and Records Section shall : 1. Maintain the necessary subsidiary ledgers, including vault ledgers, bin cards and stock cards for all accountable forms and accountable officers who requisitioned said forms directly from the Accountable forms Division; 2. Post in the vault ledgers the quantity, serial numbers and value/cost of forms received/issued/disposed by the Division; 3. Reconcile the monthly balances of the vault ledgers with those appearing in the bin/stock cards being maintained by the particular sections of the division and with those shown in the books of the Accounting Division: 4. Prepare disbursement vouchers covering the shipping expenses of the section: 5. Prepare monthly reports of accountability and other reports pertaining to accountable forms, required under existing accounting and auditing rules and regulations; 6. Process the monthly reports of accountability submitted by accountable officers: 7. Process applications for clearance of Bureau personnel: and 8. Perform such other related functions as may be assigned. E. RECORDS DIVISION shall : 1. Develop standards and guidelines, methods and techniques on records maintenance, classification, control, security, servicing, filing, retention and disposition; 2. Plan the development and implementation of records management policies intended to improve and standardize filing safekeeping and retrieving of records, reports and other documents: 3. Administer, coordinate and execute the policies and programs of the Bureau relative to records management: 4. Conduct evaluation and analysis of records management practices, procedures, guidelines and standards for possible improvement; 5. Determine and analyze records management problems and recommend solutions thereto: 6. Recommend to top management the disposition of valueless records and supervise the disposal of said records in the National and Regional Offices: 7. Act as the official repository of permanent and non-current records of the Bureau except records on personnel accounting those of the Information Systems Operations Service (ISOS) and Regional Offices; 8. Take charge of the registration of sworn confidential statements of information as required under existing laws and regulations: 9. Take charge of microfilming tax dockets in accordance with prescribed guidelines as well as those which the Commissioner or Deputy Commissioners may from time to time require to be microfilmed; 10. Take charge of the issuance of certification requested by taxpayers and the Presidential Commission on Good Government (PCGG) under the different Presidential Decrees (PD) on tax amnesty; 11. Take charge of the numbering of administrative issuances and keep the original thereof; and 12. Perform such other related functions as may be assigned. E-1. Indexing and Control Section shall : 1. Classify communications, dockets and other papers received by the Division and charge them to the units or offices concerned; 2. Segregate dockets or papers of tax cases from other communications and charge them to the Current Records Section either for recording, microfilming or file; 3. Keep and maintain a master list, docket locator cards and case file control books for taxpayers with tax cases; 4. Control the numbering of administrative issuances; and 5. Perform such other related functions as may be assigned. E-2. Current Records Section shall : 1. Keep and maintain a numeric-digital filing system for tax cases and a subject-alphabetical system for rulings and other issuances of the Bureau; 2. Microfilm tax dockets and other important documents; 3. Number all microfilm reels and maintain a systematic control of all records microfilmed; 4. Prepare individual receipts for tax dockets and/or certified copies of documents as requested by taxpayers or by duly authorized officials of the Bureau; 5. Represent the Chief, Records Division in court hearings: 6. Operate the Division's reproduction machines, including stencil scanner reader printer and microfilm machines; 7. Undertake regular examination of files to determine their utility and time values, and segregate those to be disposed; 8. Perform such other related functions as may be assigned. E-3. None-Current Records Section shall : 1. Keep and maintain all permanent and non-current records, including inventory of records holding, whether permanent of temporary in nature; 2. Undertake regular examination of files, segregating those to be disposed by burning or sale in accordance with the procedures prescribed by the Records Management and Archives Office; 3. Maintain and preserve records with permanent value and arrange them systematically for easy retrieval; 4. Issue clearances/certifications to taxpayers who have availed of tax amnesty under the different Presidential Decrees (P.D.), as well as certified true copies of Tax Amnesty returns and statement of assets, liabilities and networth requested by taxpayers and the Presidential Commission on Good Government (PCGG): 5. Witness the destruction and/or sale of disposable records in coordination with the Records Management and Archives Office and the Commission on Audit: and 6. Perform such other related functions as may be assigned. F. PROCUREMENT DIVISION shall : 1. Develop and recommend policies, work programs, standards, guidelines and procedures relative to the procurement/acquisition of supplies, materials, equipment and services needed by the Bureau; 2. Administer the materials and equipment procurement program of the Bureau relative to the acquisition of supplies, materials and parts, forms (except accountable forms), machines and equipment (including Information Technology equipment), motor vehicles and other properties and services needed by the Bureau; 3. Receive and act on requisitions for purchase, prepare necessary papers/documents on procurement and execute the actual procurement activities involving conduct of bidding/canvassing, evaluation of offers, negotiation with suppliers, placing of orders and inspection of actual delivery of the needed goods and services; 4. Prepare, evaluate and review contracts and Purchase Orders to be executed and ascertain that they conform with the technical and legal requirements; 5. Undertake continuous follow-up with suppliers to ensure prompt delivery of needed equipment, materials, supplies and services; 6. Prepare necessary papers/vouchers including claims for payment of suppliers regarding goods and services delivered; 7. Keep an up-to-date price index of the items and list of all sources of supplies, materials, equipment, motor vehicles and other properties as reference for future procurements; 8. Coordinate with officials in the National and Regional Offices on their procurement needs; 9. Perform and execute the pertinent activities/functions for the acquisition and leasing of privately owned building; 10. Prepare/process original or renewal of contracts of lease of machines and equipment and of contracts for services; and 11. Perform such other related functions as may be assigned. F.1. Supplies and Materials Section shall : 1. Prepare plan and program for procurement of supplies, materials, forms, etc.; 2. Prepare and maintain price indices list of printers and suppliers; 3. Procure the materials, parts and other items for the maintenance and repair of the electrical, mechanical facilities, fixtures of the National Office Bldg. DPC. Revenue Computer Center and premises: 4. Prepare product specifications for supplies and materials; 5. Assist the Procurement Committee in the conduct of bidding for supplies and materials: 6. Prepare necessary documents for the bidding of supplies, materials, and coordinate with the Procurement Committee in the conduct of bidding: 7. Canvass supplies and materials including spare parts of motor vehicles needed for emergency purchase: 8. Place purchase orders with suppliers providing sufficient lead time for the preparation and approval of papers, placing the order and securing delivery performance by the supplier: 9. Inspect deliveries in coordination with the Inspection and Acceptance Committee and COA representative: 10. Prepare vouchers for payment of office supplies and materials etc.: 11. Undertake continuous follow-up with suppliers to ensure prompt delivery of needed supplies and materials: 12. Maintain accurate and timely historical records of suppliers, orders, deliveries and supplier's performance: and 13. Perform such other related functions as may be assigned. F-2. Machines, Equipment and Services Section shall : 1. Prepare plans and programs for the procurement of machines, equipment, motor vehicles, including information technology equipment, security and janitorial services and other services needed by the Bureau; 2. Prepare list of suppliers of machines, equipment and services and price indices; 3. Prepare specifications for equipment, information technology equipment (in coordination with ISDS), motor vehicles and others; 4. Coordinate with the procurement Committee regarding procurement activities such as conduct of bidding, negotiation, evaluation of offers and prepare necessary papers for the conduct of bidding; 5. Assist the Procurement Committee in the conduct of bidding for machines, equipment and repair and services; 6. Coordinate with Information Systems Development Service (ISDS) relative to the preparation of procurement documents, evaluation of bids/technical specifications for Information Technology (IT) equipment; 7. Place purchase orders with suppliers providing sufficient lead time for the preparation and approval of papers, placing the order and securing delivery performance by the supplier; 8. Prepare orders, verify documents, bonds, and prepare vouchers for payment of machines, equipment and motor vehicles and services; 9. Undertake continuous follow up with suppliers to ensure prompt delivery of needed equipment, machines, and services: 10. Inspect deliveries in coordination with the Inspection and Acceptance Committee and COA Technical Inspector; 11. Prepare/process original or renewal of contract for lease of machines and equipment such as copying machine, water cooler, etc. and of contracts for services including rental/lease of privately-owned buildings/spaces; 12. Maintain accurate and timely historical records of suppliers, orders, deliveries and supplier's performance; and 13. Perform such other related functions as may be assigned. F-3. Contracts Administration and Miscellaneous Section shall : 1. Prepare purchase orders/job orders and/or contracts to be executed by the Bureau involving the supply of goods and manpower and maintenance services; 2. Undertake the review and verification of contracts requiring action by this Division whether from the National Office or indorsed by the Revenue Regional or District Offices, to ascertain compliance with the technical and legal requirements and to see to it that the terms of the contracts are advantageous to the government before forwarding the contract to higher authority for approval; 3. Undertake researches and resolve issues and/or recommend action on matters pertaining to contracts under review; 4. Receive and evaluate data and information justifying request for changes in the terms and conditions of the contract such as request for change order, need for price increases and other similar requests; 5. Assist the Procurement Committee in the conduct of bidding for the supply of goods and manpower and maintenance services; 6. Receive and evaluate requests for payment emanating from contracts executed by the Bureau and prepare the necessary vouchers thereof; and 7. Perform such other related functions as may be assigned. IV. Repealing Clause : This Order supersedes all other revenue issuances or portions thereof inconsistent with the provisions of this Order. V. Effectivity : This Order shall take effect immediately. RENE G. BAEZ Acting Commissioner