Standard Procedures for the Submission and Processing of Payment Data and Documents from Accredited Agent Banks (AABs) Under Revenue District Offices (RDOs) Within and Outside Metro Manila/Metro Cebu Amending RMO Nos. 1-99 and 42-98

February 10, 1999 REVENUE MEMORANDUM ORDER NO. 20-99 TO : All Internal Revenue Officers and Employees Concerned SUBJECT : Standard Procedures for the Submission and Processing of Payment Data and Documents from Accredited Agent Banks (AABs) Under Revenue District Offices (RDOs) Within and Outside Metro Manila/Metro Cebu Amending RMO Nos. 1-99 and 42-98 I. BACKGROUND Currently, the procedures for transmitting electronic payment data and the submission of the physical documents differ among ITS converted sites. Furthermore, during the initial rollout of the Limited Bank Data Entry System (LBDES) for the rest of the Metro Manila RDOs (other than ITS-converted RDOs), different procedures were also introduced in conducting the Bank Branch Performance verification for these RDOs. The occurrence of a variety of procedures, depending on whether an RDO is ITS converted or not, creates confusion not only to the AABs, but also to the Revenue Data Centers (RDCs) and RDOs as well. II. OBJECTIVES This order is issued to: 1. To streamline procedures for the flow of payment data and documents from AABs under RDOs within and outside Metro Manila; and 2. To provide standard procedures in processing payment data and documents. III. DEFINITION OF TERMS For purposes of this order, the following definition shall apply: 1. ITS-converted sites these are Revenue District Offices (RDOs) where available functions of the Integrated Tax System (ITS) are being used to process tax data. 2. Non-ITS sites these are Revenue District Offices (RDOs) where the only system to be implemented is the Limited Bank Data Entry System (LBDES). IV. POLICIES A. Payment data from AABs shall be transmitted to the RDC through Electronic Data Transmission (EDT). However, AABs shall be allowed to transmit payment data through diskettes only on an exception basis. They shall be given a grace period of one month from rollout date to resolve their readiness problems and comply with EDT requirements. B. The RDC shall assume custody and safekeeping of the original documents transmitted by AABs under RDOs within Metro Manila/Metro Cebu, as well as ITS-converted sites outside Metro Manila/Metro Cebu. For non-ITS RDOs outside Metro Manila/Metro Cebu, custody and safekeeping of the original documents shall be the responsibility of concerned Regional Office. C. Bank Branch Performance Check shall be conducted by the RDC for RDOs within Metro Manila/Metro Cebu, as well as ITS-converted sites outside of Metro Manila/Metro Cebu. For non-ITS RDOs outside Metro Manila/Metro Cebu, bank branch performance check shall be conducted by the RDOs. D. The RDO shall be responsible and accountable for taxpayer's request for certification of authenticity. V. PROCEDURES A. For RDOs within Metro Manila/Metro Cebu 1. The Computer Operations Network and Engineering (CONE), RDC shall: a. Receive payment data from AABs thru EDT within 24 hours of collection. If thru diskette, receive payment data within 3 days from collection; and b. Perform version check and integrity check on payment data received. If payment data did not pass version/integrity check, inform concerned AAB. Otherwise, upload data to UNIX/ITS. 2. The Receipt and Control Section, Input Control Division, RDC shall: a. Receive original copy of returns from AABs on a Tuesday following the collection week; b. Perform completeness check of documents received; and c. Forward original documents to CBR Preprocessing Section, Input Control Division. 3. The CBR Preprocessing Section/CBR Data Capture Section/Bank Performance Evaluation Section, RDC shall: a. Receive original documents; b. Perform Bank Branch Performance check within two weeks from receipt of documents; and c. For ITS converted sites, forward documents to RPS Preprocessing Section for further processing. Otherwise, forward documents to the Administrative Section, Resource Management Division. llcd 4. The Administrative Section, Resource Management Division, RDC shall: a. Receive original documents from production sections; and b. Label and store documents for easy retrieval; ensure proper safekeeping and security measures; and 5. The Revenue District Office (RDO) shall: a. Pick-up duplicate copy of returns from AAB on a daily basis; b. Label and store documents for easy retrieval; ensure proper safekeeping and security measures; and c. Act on inquiries and requests for certifications of true copies of documents and other such requests for data of which they have custody. B. For ITS-converted RDOs outside Metro Manila/Metro Cebu 1. The Computer Operations Network and Engineering (CONE), RDC shall: a. Receive payment data from AABs thru EDT within 24 hours of collection. If thru diskette, receive payment data within 3 days from collection; and b. Perform version check and integrity check on payment data received. If payment data did not pass version/integrity check, inform concerned AAB. Otherwise, upload data to UNIX/ITS. dctai 2. The Administrative Division, Regional Office shall: a. Receive original documents from AABs on the second Tuesday following the collection week; and b. Forward original documents to concerned RDC. 3. The Receipt and Control Section, Input Control Division, RDC shall: a. Receive original copy of returns from the RO; b. Perform completeness check of documents received; and c. Forward original documents to CBR Preprocessing Section, Input Control Division. 4. The CBR Preprocessing Section/CBR Data Capture Section/Bank Performance Evaluation Section, RDC shall: a. Receive original documents; b. Perform Bank Branch Performance check within two weeks from receipt of documents; and c. Forward documents to RPS Preprocessing Section for further processing. 5. The Administrative Section, Resource Management Division, RDC shall: a. Receive original documents from RPS Data Capture Section, Data Capture Division; and b. Label and store documents for easy retrieval; ensure proper safekeeping and security measures. 6. The Revenue District Office shall: a. Pick-up duplicate copy of returns from AAB on a daily basis; b. Label and store documents for easy retrieval; ensure proper safekeeping and security measures; and c. Act on inquiries and requests for certifications of true copies of documents and other such requests for data of which they have custody. cdll C. For Non-ITS RDOs outside Metro Manila/Metro Cebu 1. The Computer Operations Network and Engineering (CONE), RDC shall: a. Receive payment data from AABs thru EDT within 24 hours of collection. If thru diskette, receive payment data within 3 days from collection; and b. Perform version check and integrity check on payment data received. If payment data did not pass version/integrity check, inform concerned AAB. Otherwise, upload data to UNIX/ITS. 2. The Administrative Division, Regional Office shall: a. Receive original documents from AABs on the second Tuesday following the collection week; and b. Label and store documents for easy retrieval; ensure proper safekeeping and security measures. 3. The Revenue District Office (RDO) shall: a. Pick-up duplicate copy of returns from AAB on a daily basis; b. Perform Bank Branch Performance check within two (2) weeks from receipt of documents; c. Label and store documents for easy retrieval; ensure proper safekeeping and security measures; and d. Act on inquiries and requests for certifications of true copies of documents and other such requests for data of which they have custody. VI. REPEALING CLAUSE All other issuance and/or portions thereof inconsistent herewith are hereby repealed and amended accordingly. LexLib VII. EFFECTIVITY This Order takes effect immediately. (SGD.) BEETHOVEN L. RUALO Commissioner of Internal Revenue