Inventory of Science Stamps in the Possession of the Different Officials of the Bureau

August 24, 1978 REVENUE MEMORANDUM ORDER NO. 25-78 SUBJECT : Inventory of Science Stamps in the Possession of the Different Officials of the Bureau TO : All Regional Directors, Revenue District Officers, Collection Agents, and Others Concerned In accordance with the provisions of Section 29 of P.D. 1457 which amended Sections 222 to 246 except 226 or Title VI of the National Internal Revenue Code by increasing the rates of documentary stamp tax and Section 33 of the same Decree which repealed Section 4 of R.A. 5448 (Science Stamp Tax Law) thereby discontinuing the use of science stamps, the following procedures to determine the quantity of unsold science stamps in the hands of the accountable officers in the Bureau is hereby promulgated for the guidance of all concerned. cdt I. Scope . All science stamps in the possession of internal revenue officers shall be subject to inventory. II. BIR Offices and Units Subject to Inventory . A. The Chief, Accountable Forms Division and employees in the Central Office in possession of science stamps; B. Chief, Administrative Branch or other accountable officers in the region in possession of science stamps; C. District Collection Supervisors; D. Collection Agents; E. Cash Clerks; and F. Municipal Treasurers discharging the duties of a Revenue Collection Officer. III. Who Shall Undertake the Inventory . A. Revenue District level . The Revenue District Officer and his duly authorized representative shall conduct the inventory of the science stamps in the possession of District Collection Supervisors, Collection Agents, Cash Clerks, and Municipal Treasurers discharging the duties of a Revenue Collection Officer. B. Regional Office level . The Assistant Regional Director or his duly authorized representative shall conduct the inventory of science stamps in the possession of the Chief, Administrative Branch and other accountable officers in the region in possession of science stamps. C. Central Office level . The Fiscal Control Division shall undertake the inventory of science stamps in the Accountable Forms Division and the other units in the Central Office which are in possession of science stamps. IV. Procedure . A. Revenue District level . 1. The inventory of science stamps in the possession of officials in the district level shall be undertaken simultaneously, if feasible. If the Revenue District Officer lacks the necessary men to conduct the inventory, he can request the Regional Director to assign temporarily to his district, employees in the Regional Office to assist in the taking of inventory. Under no circumstances, however, shall a Collection Agent, a Cash Clerk, or other officials who are in possession of science stamps be designated as members of the inventory group. 2. In conducting the actual count, each sheet shall be counted separately so that the official undertaking the inventory can be sure that a sheet of science stamps is complete and there are no gaps inside. 3. After the inventory taking, all science stamps shall be surrendered by the Collection Agent, Cash Clerk, or any other officials in the revenue district in possession of science stamps and shall be properly receipted by the inventorying officer. 4. All the science stamps subjected to inventory shall be checked by denominations and placed in an envelope or such other container that can accommodate the science stamps. 5. A listing of stamps showing the quantity of each denomination shall be prepared and copies of the said listing distributed as follows: a. Original to be placed inside the envelope or container; b. Duplicate to the official who has original custody of the science stamps; c. Triplicate to the inventorying officer; d. Quadruplicate to the Revenue District Officer; and e. Quintuplicate to the Regional Director. 6. The Collection Agent, Cash Clerk or other officials in possession of science stamps shall be required by the inventorying officer to sign a certification that he has no more science stamps in his possession. 7. The envelope or container as the case may be shall, after placing inside the science stamps inventoried, be sealed. The official who conducted the inventory shall affix his signature across the flap of the envelope or container. The original custodian of the stamps shall likewise place his signature across the flap in the same manner as the inventorying officer, certifying to the correctness of the contents. 8. The inventorying officer shall see to it that the copy of the listing for the Revenue District Officer, the copy for the Regional Director, properly labelled, and the certification in sub-paragraph 6 are submitted together with the science stamps surrendered to the Revenue District Officer. The inventory list of stamps shall likewise be forwarded with the report. 9. The Revenue District Officer, after detaching his copy of the inventory list, shall forward the envelope containing the science stamps and all other attachments to the Regional Director, who shall acknowledge receipt thereof. 10. The Regional Director shall, in turn, personally bring the science stamps to the Chief, Accountable Forms Division. 11. The Chief, Accountable Forms Division in the presence of the Regional Director, a representative of the Fiscal Control Division and a representative of the Accounting Division shall open the envelope and check the contents for correctness based on the enclosed listing. B. Regional Office level . 1. The Assistant Regional Director or his duly authorized representative shall take charge of the inventory of science stamps in the regional office. 2. He shall follow the same procedures as outlined in the preceding paragraph except that the copy of the listing for the Revenue District Officer shall now be for his file. 3. He shall surrender the stamps to the Regional Director who shall issue a receipt for the stamps. 4. The Regional Director shall likewise forward the stamps surrendered from the regional office to the Chief, Accountable Forms Division in the same manner as the stamps received from the Revenue District Officers. C. Central Office level . 1. The Chief, Accountable Forms Division and such other officials in the Central Office who are in possession of science stamps shall be inventoried by the officials of the Fiscal Control Division. The procedures for taking the inventory as detailed in the preceding paragraphs shall also be followed in the Central Office. V. Burning of the Surrendered Stamps . A. All the surrendered science stamps from regional offices shall be stored separately from all other accountable forms. B. The stamps in the possession of the Chief, Accountable Forms Division, shall likewise be stored in the same place where those coming from the regional offices are kept but the transfer to the designated place shall be under the supervision of the group that conducted the inventory of the science stamps in the Accountable Forms Division. C. The room where the surrendered science stamps are kept should be sealed. D. When all the science stamps have been surrendered, the Chief, Accountable Forms Division shall make arrangements with the Auditor for the Bureau of Internal Revenue for the burning of the surrendered stamps. The arrangements shall cover the date and the place where the science stamps will be burned or re-cycled. E. The burning or re-cycling of the stamps shall be witnessed by the Chief, Accountable Forms Division; the Auditor for the Bureau of Internal Revenue; the Chief, Fiscal Control Division, and the Chief, Accounting Division. F. After the burning of the science stamps, proper adjustment should be made in the records of the Accountable Forms Division and in the Accounting Division. VI. Effectivity . The provisions of this Revenue Memorandum Order are effective immediately. cd EFREN I. PLANA Acting Commissioner of Internal Revenue