Guidelines and Procedures on BIR Forms Requirements for the Mass Rollout of the Integrated Tax System (ITS) and Internal Administrative System (IAS)

June 19, 1998 REVENUE MEMORANDUM ORDER NO. 57-98 SUBJECT : Guidelines and Procedures on BIR Forms Requirements for the Mass Rollout of the Integrated Tax System (ITS) and Internal Administrative System (IAS) TO : All Internal Revenue Officers and Others Concerned I. OBJECTIVES This order is issued to: 1. Ensure that there are enough BIR forms during ITS and IAS mass rollout. 2. Define the key functions and responsibilities of concerned BIR offices in relation to the BIR Forms Requirements during mass rollout. 3. Set guidelines and procedures for ensuring availability of BIR forms during mass rollout. II. GUIDELINES AND PROCEDURES Documented under this section are the functions and responsibilities of the different BIR offices in ensuring that BIR forms are available during ITS and IAS mass rollout. 1. Taxpayer Assistance Service (Tax Forms Review Unit) The Taxpayer Assistance Service (Tax Forms Review Unit) shall take full ownership in ensuring that the concerned BIR offices are aware of what BIR forms shall be used during ITS/IAS rollout considering that most of the forms are still being revised and enhanced. The specific responsibilities of the Taxpayer Assistance Service (Tax Forms Review Unit) are the following: a) Prepare a List of Required Forms (see Annex A for sample) containing a summary of all usable forms based on most recent revisions and enhancements on the BIR forms. The list should contain the following information: (1) Form title (form type and version, i.e., version 0.0 for old form, version 1.0 for redesigned (RD) form, version 2.0 for enhanced (EN) form, and version 3.0 for enhanced-CTRP (ENC) form) (2) Summary of changes (3) Pre-printed form or system generated form (4) Revision type Minor revision changes that do not require any change in the ITS/IAS application module/s Major revision changes that will require any change in the ITS/IAS application module/s (5) Usage, i.e., as needed, annually, quarterly, monthly (6) Carbonized paper or ordinary paper (7) In-house printing or external printing (8) Recommendation on whether to use and print the earlier or latest version of the form b) Provide the ACIR Administrative Service, Head Procurement Division, Head Warehouse, Distribution and Shipping Section (GSD), and the Head IPQS-Rollout Assistance Unit (IPQS-RAU) with the updated List of Required Forms. cdll 2. Taxpayer Assistance Service (TAS) a) Organize and schedule the conduct of Forms Briefing for BIR employees and taxpayers in the districts with the assistance of/coordination with the RDOs. b) Conduct trainor's training on Forms Briefing to be implemented in the respective RDOs. c) Prepare and maintain materials for Forms Briefing. 3. IPQS-RAU The IPQS-RAU shall be responsible for ensuring that the Site Heads/System Owners are aware of the type and version of the BIR forms to be requisitioned during initial implementation of the ITS/IAS application in their respective sites. The specific responsibilities of IPQS-RAU are the following: a) Identify from the List of Required Forms the BIR forms that are affected by the scheduled rollout (e.g., Registration System Rollout Form 1900, Form 1901, Form 1902; Collections and Bank Reconciliation System Rollout Form 1600, Form 1700, Form 1701, etc.) and prepare a Customized List of Required Forms (see Annex B for sample). b) Validate with the Taxpayer Assistance Service (Tax Forms Review Unit) the completeness and accuracy of the Customized List of Required Forms. c) Provide the Site Heads (RDOs, Regional Directors, RDC Heads)/System Owners, ACIR Administrative Service, ACIR Taxpayer Assistance Service, Head Procurement Division, and Head Warehouse, Distribution and Shipping Section (GSD) with a copy of the Customized List of Required Forms. d) Together with the Warehouse, Distribution and Shipping Section, determine the quarterly forms requirements for 1998 and the annual forms requirements for 1999. LLphil 4. Site Heads/System Owners The Site Heads/System Owners shall be responsible for ensuring that there are enough BIR forms during ITS/IAS implementation. The specific responsibilities of the Site Heads/System Owners are the following: a) Coordinate with Administrative Section/Division of their respective offices the assessment of current stock position of BIR forms based on the Customized List of Required Forms to determine whether they need to make a requisition or not. b) Prepare a Requisition and Issue Voucher (RIV) containing details on what and how many BIR forms they will need for the rollout. c) Submit the RIV to the General Services Division two (2) months before the rollout date. (This assumes that the Warehouse, Distribution and Shipping Section has already the stock of forms and that the two-month period will be for the preparation of forms for issuance and for the delivery/issuance/shipment of forms). d) Follow-up with the General Services Division the issuance of requisitioned forms. prLL 5. Administrative Service a) Ensure that the Warehouse, Distribution and Shipping Section, Printing Operations Section and the Procurement Division are aware of the changes in the BIR forms. b) Ensure that the Warehouse, Distribution and Shipping Section, Printing Operations Section and the Procurement Division are performing their activities as planned. 6. General Services Division (GSD) Warehouse, Distribution and Shipping Section a) Together with IPQS-RAU, determine the quarterly forms requirements for 1998 and the annual forms requirements for 1999. b) Determine the allocation of BIR forms per RDO based on the quarterly and annual forms requirements. c) Assess current stock position of BIR forms based on the Customized List of Required Forms and the RIVs submitted to them to determine forms that need to be printed. d) Inform the Printing Operations Section of the type, version, and volume of BIR forms for in-house printing, as per approved forms from TAS. e) Inform the Procurement Division of the type, version, and volume of BIR forms that can not be printed by the Printing Operations Section. f) Issue BIR forms to RDO representatives or to RO representatives for cases wherein the Regional Director shall be responsible for distributing the forms to his/her respective RDOs. g) Record requisitions and issuances of BIR forms made by/to the RDOs for purposes of monitoring the trend of forms requisition and issuance per RDO. h) Prepare a Weekly Stock Position Report containing information on current stock position of the different types and versions of BIR forms and the re-order level of the BIR forms, i.e., the stock level at which request for printing has to be made (see Annex C for sample). 7. General Services Division (GSD) Printing Operations Section (POS) a) Print the non-carbonized BIR forms and other forms based on the information provided by the Warehouse, Distribution and Shipping Section. b) Inform Procurement Division the quantity of mimeo/bond paper needed. LLpr 8. Procurement Division a) Conduct public bidding, if necessary, regarding the procurement and printing of BIR forms that can not be printed by the BIR Printing Operations Section. b) Facilitate delivery of printed BIR forms to the Warehousing, Distribution and Shipping Section (GSD). c) Purchase the quantity of mimeo/bond paper needed by POS, GSD. III. REPEALING CLAUSE All revenue issuances and/or portion(s) thereof that are inconsistent herewith are hereby revoked and/or amended accordingly. IV. EFFECTIVITY This order shall take effect immediately. LIWAYWAY VINZONS-CHATO Commissioner of Internal Revenue ANNEX A SPIRIT MASS ROLLOUT LIST OF REQUIRED FORMS (As of May 26, 1998) ANNEX B CUSTOMIZED LIST OF USABLE FORMS Registration System Rollout ANNEX C SPIRIT MASS ROLLOUT WEEKLY STOCK POSITION REPORT (As of May 12, 1998)