Pilot Test of the Computerized Tax Collection Information System — Tax Receipt and Deposit Module (TX - CIS - TAX REDEP)

November 8, 1983 REVENUE MEMORANDUM ORDER NO. 36-83 SUBJECT : Pilot Test of the Computerized Tax Collection Information System Tax Receipt and Deposit Module (TX - CIS - TAX REDEP) TO : Regional Director, Revenue Region IV-B Chief, Collection Branch Revenue Region IV-B Revenue District Officer, RD - 30 Chief, Collection Service Chief, Financial and Management Service Information Systems Development Staff, and Collection Agents of Revenue District 30, and Others Concerned I. SCOPE - Promulgated hereunder are the rules and procedures for the guidance of all concerned in connection with the pilot test of the Tax Collection Information System - Tax Receipt and Deposit Module. II. PILOT TEST OBJECTIVE - The objective of the Pilot Test is to determine the flaws and possible areas for improvement of the system by using Collection Stations where a fairly large number of Tax Returns are filed. The National Office Collection Station in RDO 30 Region 4B was chosen for meeting the aforementioned criteria. The new procedures under the proposed system will not replace the existing procedures until implementation is ordered accordingly. III. DESCRIPTION OF THE SYSTEM The computerized Tax-Collection Information System - TAXREDEP module aims to mechanize the collection system with the use of Electronic Cash Register Machines which shall be installed at the Collection Stations. The Systems will have the following features: a) Automatic data capture and editing of the data enumerated in Annex "A" b) Machine validation of the following documents: i) Tax returns; ii) Dummy Sheet; iii) Letter of Demand; iv) Assessment Notices; v) Auxiliary invoices; vi) Documentary Stamp Sale Form; and vii) ROR. c) Printing of payment orders d) Printing of the following daily reports: i) List of Payment Orders ii) Collection per Bank iii) Collection by type of tax IV. PARTICIPANTS The units of the Bureau directly involved in this project are: a) Revenue Region IV-B b) Revenue District No. 30, (National Office Collection Station) c) Information System Development Staff, OCIR d) RISSI Corollary to this, a Steering Committee composed of the representatives from the various units is hereby created as follows: * Mr. Abdon M. Mendigorin - Chairman, Chief, Collection Office * Mr. Mauro G. Calaguio - Co-Chairman, Regional Director * Mrs. Paz B. Suarez - Member Chief, Financial and Management Service * Mr. Honorio A. Todino - Member Chief, Personnel and Administrative Service * Mr. Dionisio M. Herrera - Member Revenue District Officer * Mr. Dennis S. Deveza - Member ISDS-OCIR * Mr. Vicente F. Ruaro - Member RISSI * Miss Ma. Venida Ong - Member RISSI The Steering Committee shall monitor the progress of the pilot tests, and shall approve whatever changes may be deemed necessary, in the mechanics of the implementation, as well as in the procedures. V. PILOT TEST PLAN The Pilot Test of the System shall consist of Phase I and Phase II. Phase I shall start on the date of effectivity of this Memorandum Order and shall have a duration of one (1) month unless otherwise extended by the Steering Committee. The pilot test shall not adopt or move to Phase II unless and until Phase I is fully operational. In Phase I, the manual tax collection system will still be done in parallel with the computerized system. Computerized processing for tax payments shall be done one day after the actual date of filing the tax returns/basic documents. All tax returns/basic documents filed during the day together with the payment order data slip shall be batched and forwarded to RISSI. The computerized processing shall be the joint responsibility of ISDS-OCIR and RISSI. All tax returns/basic documents shall be returned one (1) day after to the Collection Agent after it has been processed by the computerized system. Existing procedures shall still be followed. 1. Responsibility of Collection Agents a) Receive tax returns and/or above enumerated documents from taxpayers. b) For tax returns/basic documents with tax payments: i) Issue payment orders. ii) Batch tax returns/basic documents together with Payment Orders. Batching shall be by booklet (twenty-five (25) per batch of payment orders). iii) Forward immediately to ISDS-OCIR representative assigned thereat for preparation of Payment Order Data Slip. iv) Retrieve on the same day the tax returns/basic documents together with the Payment Orders and Payment Order Data Slip and Batch Slip from ISDS-OCIR representative for the preparation of the report. v) After preparation of the required daily reports, prepare transmittal slips and forward the same together with the batched tax returns/basic documents and their corresponding Payment Order Data Slip to RISSI the following day. c) For tax returns without tax payment i) Batch tax returns as one (1) batch ii) Prepare transmittal slip and forward the same together with the batched documents to RISSI at end-of-day. d) Furnish one (1) copy of the manually prepared report to ISDS-OCIR. 2. Responsibility of ISDS-OCIR a) For the representative assigned at the Collection Agent: i) Accomplish and attach Payment Order Data Slip to the tax returns and payment order. ii) Accomplish and attach Batch Slip to the batched documents. iii) Return batched documents to the Collection Agent. b) Receive one (1) copy of the manually prepared reports from Collection Agent. c) Receive generated reports and Sample Payment Orders (Facsimile) from RISSI. d) Compare reports prepared by Collection Agent with that of RISSI. e) Analyze the computerized system and come up with the recommendations regarding the implementation of the system. f) Provide all necessary control, coordination, and monitoring of all pilot test activities. 3. Responsibility of RISSI a) Receive batched documents from Collection Agent. b) Encode Documents and generate sample Payment Orders. c) At end-of-day, print daily list of Payment Orders issued, daily collection per bank, and collection by type of tax. d) Forward generated reports and Payment Orders to ISDS-OCIR. e) Return processed documents per original batch to Collection Agent one day after processing. casia 4. Responsibilities of Financial and Management Service/Collection Service/Personnel and Administrative Service/Revenue Region IV-B Revenue District Office 30 a) Provide the necessary control, support, supervision, coordination and monitoring of all pilot test activities. b) Analyze the computerized system and come up with recommendations regarding implementation of the system. VI. EFFECTIVITY This Memorandum Order shall take effect on November 16, 1983. (SGD.) RUBEN B. ANCHETA Acting Commissioner