Inventory of Documentary and Science Stamps in the Bureau to Determine the Quantity of Stamps With Denominations of P10 and Above

November 25, 1976 REVENUE MEMORANDUM ORDER NO. 48-76 SUBJECT : Inventory of Documentary and Science Stamps in the Bureau to Determine the Quantity of Stamps With Denominations of P10 and Above TO : All Internal Revenue Officers Concerned In accordance with the provisions of Presidential Decree No. 1045, dated November 5, 1976, declaring without value certain denominations of documentary and science stamps, the following procedure to determine the quantity of stamps in the bureau declared without value is hereby promulgated for the guidance of all concerned. I. Scope All documentary and science stamps in the possession of internal revenue officers with denominations of P10 or above shall be subject to inventory. II. BIR offices and units subject to inventory All documentary and science stamps in the possession of the following officials shall be inventoried: A. Chief, Accountable Forms Division and employees in the Central Office in possession of documentary and science stamps; B. Chief, Administrative Branch or other accountable officers of the region in possession of documentary and science stamps; C. District Collection Supervisors; D. Collection Agents; E. Cash Clerks; and F. Municipal Treasurers acting as Collection Agents. III. Who shall undertake the inventory A. Revenue District level . The Revenue District Officer and his duly authorized representatives shall conduct the inventory of the stamps in the possession of District Collection Supervisors, Collection Agents, Cash Clerks, and Municipal Treasurers acting as collection agents. B. Regional level . The Assistant Director or his duly authorized representative shall conduct the inventory of stamps in the possession of the Chief, Administrative Branch and the accountable officers in the region in possession of stamps. C. Central Office level . The Fiscal Control Division shall undertake the inventory of the documentary and science stamps in the Accountable Forms Division and other units in the Central Office which are in possession of documentary and science stamps. IV. Procedure A. Revenue District level 1. The inventory of documentary and science stamps in the possession of officers in the district level shall be taken 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 documentary and 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 one taking the inventory can be sure that a sheet of documentary or science stamps is complete and there are no gaps inside. 3. The count shall be by denominations, and the inventory conducted should not only be confined to the stamps with P10 denomination or above but also to those denominations which are below P10. 4. After the inventory taking, all the stamps with denominations of P10 or more shall be surrendered by the Collection Agent, Cash Clerk, or the person in possession of the documentary and science stamps and shall be properly receipted for by the inventorying officer. 5. The stamps with denominations of less than P10, which have likewise been inventoried, shall not be surrendered but left with the person in possession thereof. The list of these stamps shall, however, be included in the report of the inventorying officer. 6. All the stamps with denominations of P10 or above shall be packed by denomination and placed in an envelope or such other container that can accommodate the stamps. 7. A listing of stamps showing the quantity of such denomination shall be prepared, and the copies thereof distributed as follows: a. Original placed inside the envelope or container; b. Duplicate to the official who has original custody of the stamps; c. Triplicate to the Inventorying Officer; d. Quadruplicate to the Revenue District Officer; and e. Quintuplicate to the Regional Office. 8. The Collection Agent, Cash Clerk, or other persons in possession of the stamps shall be required by the inventorying officer to sign a certification that he has no more documentary or science stamps with denominations of P10 or above in his possession. 9. After the stamps have been placed inside the envelope or container as the case may be, it should be sealed. Across the flap, the officer conducting the inventory shall affix his signature. 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. 10. The inventorying office shall see to it that the copy of the listing for the Revenue District Officer, the copy for the Regional Office, properly labeled, and the certification of the Collection Agent or Cash Clerk required in sub-paragraph 8 are submitted together with the stamps surrendered to the Revenue District Officer. The listing of the inventory of stamps with denominations below P10 shall likewise be forwarded with the report. 11. The Revenue District Officer, after detaching his copy of the inventory, shall forward the envelope containing the stamps and all other attachments to the Regional Director who shall issue the corresponding receipt to the former. 12. The Regional Director shall, in turn, personally bring the documentary and science stamps to the Chief, Accountable Forms Division who, in the presence of the Regional Director a representative each of the Fiscal Control Division and 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 stamps in the regional office. 2. He shall follow the same procedure as outlined in the preceding paragraphs, 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 Directors 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 Revenue District Officers. C. Central Office level 1. The Accountable Forms Division and such other units in the Central Office who are in possession of documentary and science stamps shall be inventoried by the Fiscal Control Division. The procedure 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 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 regional offices are kept, but the transfer to the designated place shall be under the supervision of the group that conducted the inventory in the Accountable Forms Division. C. The room where the surrendered stamps are kept should be sealed. D. When all the stamps have been surrendered, the Chief, Accountable Forms Division shall make arrangements with the Auditor for the burning of the surrendered stamps. The arrangements shall cover the time and the place where the stamps will be burned or recycled. E. The burning or recycling of the stamps shall be witnessed by the Chief, Accountable Forms Division, the Auditor of the Bureau of Internal Revenue, the Chief, Fiscal Control Division, and the Chief, Accounting Division. F. After the burning of stamps, proper adjustment shall be made in the records of the Accountable Forms Division as well as the Accounting Division. VI. Effectivity The provisions of this Revenue Memorandum Order are effective immediately. EFREN I. PLANA Acting Commissioner of Internal Revenue TAN-1456-040-3