Guidelines for the Requisition and Distribution of Office Supplies in the National Office

February 27, 1989 REVENUE MEMORANDUM ORDER NO. 13-89 SUBJECT : Guidelines for the Requisition and Distribution of Office Supplies in the National Office TO : All BIR Officials, Employees and Others Concerned I. Objectives : This Order is issued to rationalize purchases and to optimize efficient and economical utilization of office supplies and other resources through the following: A. Developing a reliable system of distribution of office supplies to the various offices in the National Office; B. Purchasing only essential office supplies for allocation to units office/division concerned at any point of time; C. Reducing expenditures on resources and materials; and acd D. Taking quarterly inventory of office supplies to determine the sufficiency in volume or quantity, thus avoiding emergency purchases. II. Guidelines and Instructions : To attain these objectives, the following guidelines and instructions are prescribed for the proper procurement, distribution and utilization of office supplies. A. General Instructions 1. Maximize all efforts for efficient utilization of supplies and other materials to reduce waste in government operations by: a) using the right kind and proper amount of material for a given job; b) returning promptly unused materials for storage rather than leaving them unprotected and deteriorating; 2. Office supplies listed in Attachment 1 shall no longer be requisitioned as these shall be delivered by the Property Division quarterly without having to accomplish an RIV. However, additional quantity of said supplies in Attachment 1 may be requisitioned whenever necessary and with proper justification. 3. Supplies not mentioned in Attachment 1, shall be requisitioned quarterly and/or as the need arises. 4. The balance on hand portion of the Requisition and Issue Voucher (RIV) shall always be filled up by the requisitioning office, otherwise, the requisitions shall be disapproved. 5. To prevent wastage, communications shall be limited to a maximum of three (3) copies. B. Specific Instructions 1. Property Division As purchasing and distribution arm of the Bureau, it shall strictly observe the following: a) Quarterly records of total usage of office supplies (e.g. long and short bond papers, onion skins, and carbon papers) shall be used as basis for regulating the size and volume of future purchases hence, purchases for said office supplies shall be guided by types most frequently used by units so as to prevent stock-outs of particular items. b) Consistency in quality, consideration of costs and relevance to the demand in quantity of the supplies shall always be noted in purchasing office supplies. c) Whenever possible, emergency purchase shall be avoided as it limits the time available for canvassing for reasonably priced office supplies. acd d) To prevent shortages, larger volume of essential items shall be maintained and to prevent overstocking purchases of non-essential and special essential items shall be limited. Unimportant supplies shall no longer be purchased. A listing of such items is presented in Attachment 2 for guidance. e) Eliminate or discontinue the printing of Reference Slip (BIR Form 23.09A) and Rush Slip (23.08) after utilizing existing stocks. Instead, a "Priority" rubber stamp shall be used for urgent matters; f) Purchase long and short bond papers, onion skins, and carbon papers in lieu of standard size; g) Discontinue purchase of short folders and one inch masking tapes; h) Purchase quality ballpens, pentel pens, masking tape and staplers whose life expectancy is longer. i) Deliver specific needs on supplies of the division quarterly based on the list in Attachment 1. 2. Management Information and Data Control Systems Division To determine periodic sufficiency in the quantity of office supplies, it shall perform the following: a) Inventory of essential supplies shall be undertaken quarterly using the attached form (Attachment 3 in lieu of the existing format of the Quarterly Accomplishment Report (QAR). b) Annual physical inventory of supplies in all units/division in the National Office. c) Inspection and spot-checking by random sampling of supplies purchased and delivered. casia III. Effectivity : This Order shall take effect immediately and all officials and employees are enjoined to comply with the guidelines provided herein. (SGD.) JOSE U. ONG BIR Commissioner