Manner of Requisitioning Office Supplies, Forms and Other Materials Needed by Every Unit of Organization

March 19, 1971 REVENUE MEMORANDUM ORDER NO. 05-71 SUBJECT : Manner of Requisitioning Office Supplies, Forms and Other Materials Needed by Every Unit of Organization TO : All Revenue Officials Concerned: The discovery of fake requisitions by the Property Division 'points out to some defects in the present system of requisitioning supplies and materials. To correct those defects, there are promulgated hereunder procedures on the subject matter. I. Requisitions from the National Office : a. Requisitions from divisions and other units shall be signed by the head of the office and approved by the Department Head concerned. b. All approved requisitions must be coursed to the Chief, General Services Division. The head of the General Services Division shall designate and authorize one employee, and an alternate, who should both be permanent employees, to follow up requisitions in the Property Division and make delivery to the requisitioning unit. The letter of authorization shall bear sample signature of the employee concerned and shall be kept on file in the Property Division for ready reference. In addition, the requisitioning clerks should present their ID cards. c. All requisitions must show, under the appropriate column, the balances on hand of the items being requisitioned. d. To ensure that the supplies previously requisitioned were duly received by the office concerned, a statement, duly signed by the office head, should accompany each requisition indicating the supplies and quantities last received. Before acting on the new requisitions, the Property Division shall check this statement against the index card of the requisitioning unit. Discrepancies should be investigated at once and, where evidence of guilt is present, the case shall be reported to the Personnel Audit Division for appropriate action. aisa dc II. Requisitions from Regional Offices Nos. 6, 7 and 8 : a. Requisitions by the Branch offices and the Revenue District Offices should be signed by the Chief of Office concerned and approved by the Regional Director. As in paragraph I, all requisitions must show the balances of the items being requisitioned and the accompanying statement indicating the supplies and quantities last received. b. All requisitions should then be coursed to the Chief, Administrative Branch, for transmittal to the Property Division. c. The Chief, Administrative Branch should designate one employee and an alternate to follow up requisitions under the same conditions as in paragraph I (b), above.' d. The procedure outlined in paragraph I (d) should also be followed. III. Requisitions from all other offices : Requisitions from Chiefs of Branches and Revenue District Officers should be approved by the Regional Director, those from Collection Agents by the Revenue District Officer concerned. The requisitions may be forwarded direct to the Property Division, who shall act on the same by shipment thru the cheapest conveyances within 24 hours upon receipt thereof. Requisitioning units should make immediate acknowledgment of their receipt of supplies to the Property Division. The Property Division shall card and index all requisitions for purposes control and accountability. All concerned are enjoined to observe strictly the above prescribed procedures. MISAEL P. VERA Commissioner of Internal Revenue