Estimate of the Cost of Mail Matters Transmitted by the Lower Courts

May 20, 2011

OCA CIRCULAR NO. 64-11

 

The Philippine Postal Corporation (PPC) has informed the Court that it could no longer transport for free the Judiciary's mail matters covered by the franking privilege. Its lack of fund has constrained the PPC to bill the Court for the cost of transporting franked mails at P6.00 per piece of mail transported by air, and P4.00 for each piece transported by land. Thus, the Court would need appropriation to cover the cost of sending mail matters through the postal service.

To enable the Court to determine the amount it would seek to be appropriated, it would require, among other things, an estimate of the amount the Office of the Court Administrator and the lower courts spend per year for mailing letters and other mail matters such as publications, supplies, equipment, etc.

In this connection, all Lower Courts and Offices of the Clerks of Court are hereby directed to submit to the Office of the Court Administrator, within ten (10) days from receipt of this circular, a report on the estimate of the cost of mail matters transmitted by their respective courts/offices based on the number of mail matters sent in 2010 and the above cost of transporting franked mails provided by the PPC.

Attached is a sample form of the report to be used for uniformity. Should there be a need to include additional entries in the report, necessary additions/revisions may be made to the form without making any substantial changes to the same. SDIACc

(SGD.) NIMFA C. VILCHESDeputy Court Administratorand Officer-in-ChargeOffice of the Court Administrator

ATTACHMENT

SAMPLE FORM

Republic of the PhilippinesRegional Trial CourtBranch _____

____________, ____________

2010 OUTGOING MAIL MATTERS

 

Month	Registered	Registered with	Priority	Packages/	Total
			Returned Card		Parcels
January	_____________	______________	_________	__________	_______
February	_____________	______________	_________	__________	_______
March	_____________	______________	_________	__________	_______
April	_____________	______________	_________	__________	_______
May	_____________	______________	_________	__________	_______
June	_____________	______________	_________	__________	_______
July	_____________	______________	_________	__________	_______
August	_____________	______________	_________	__________	_______
September	_____________	______________	_________	__________	_______
October	_____________	______________	_________	__________	_______
November	_____________	______________	_________	__________	_______
December	_____________	______________	_________	__________	_______
Total	_____________	______________	_________	__________	_______

 

 

MINIMUM ESTIMATE COST:
A.)	REGISTERED MAILS — ____________
	1.)	Mailing Envelopes — _________
		Metro Manila	—	_____ X P4.00 = P__________
		Luzon	—	_____ X P4.00 = P__________
		Visayas	—	_____ X P6.00 = P__________
		Mindanao	—	_____ X P6.00 = P__________
				P____________
	2.)	Brown Documentary Envelopes — _________
		(Estimate per Revised Postage Rate as of December 2010 for LUZVIMIN)
		251-500gms	—	_____ X P100.00 = P__________
		501-1,000gms	—	_____ X P145.00 = P__________
		1,001-1,500gms	—	_____ X P175.00 = P__________
		1,501-2,000gms	—	_____ X P205.00 = P__________
				P____________
B.)	REGISTERED MAILS W/ REGISTRY RETURN CARDS — ____________
	1.)	Mailing Envelopes — _________    EcaDCI
		Metro Manila	—	_____ X P4.00 = P__________
		Luzon	—	_____ X P4.00 = P__________
		Visayas	—	_____ X P6.00 = P__________
		Mindanao	—	_____ X P6.00 = P__________
				P____________
ADD:	Additional Service Fee for Mails with Registry Return Cards
	______ X P10.00 = P_____________
	2.)	Brown Documentary Envelopes — _________
		(Estimate per Revised Postage Rate as of December 2010 for LUZVIMIN)
		251-500gms	—	_____ X P100.00 = P__________
		501-1,000gms	—	_____ X P145.00 = P__________
		1,001-1,500gms	—	_____ X P175.00 = P__________
		1,501-2,000gms	—	_____ X P205.00 = P__________
				P____________
ADD:	Additional Service Fee for Mails with Registry Return Cards
	______ X P10.00 = P_____________
C.)	PRIORITY MAILS — ____________
	1.)	Mailing Envelopes — _________
		Metro Manila	—	_____ X P4.00 = P__________
		Luzon	—	_____ X P4.00 = P__________
		Visayas	—	_____ X P6.00 = P__________
		Mindanao	—	_____ X P6.00 = P__________
				P____________
	2.)	Brown Documentary Envelopes — _________
		(Estimate per Revised Postage Rate as of December 2010 for LUZVIMIN)
		251-500gms	—	_____ X P100.00 = P__________
		501-1,000gms	—	_____ X P145.00 = P__________
		1,001-1,500gms	—	_____ X P175.00 = P__________
		1,501-2,000gms	—	_____ X P205.00 = P__________
				P____________
D.)	PARCELS/PACKAGES — ____________
		(Estimate per Revised Postage Rate as of December 2010 for LUZVIMIN)
		4,001-4,500gms	—	_____ X P365.00 = P__________
		5,001-5,500gms	—	_____ X P430.00 = P__________
		7,501-8,000gms	—	_____ X P570.00 = P__________
		9,501-10,000gms	—	_____ X P175.00 = P__________
		12,001-12,500gms	—	_____ X P835.00 = P__________
				P____________
TOTAL MINIMUM ESTIMATE COST = P____________

 

 

SAMPLE REPORT

Republic of the PhilippinesSupreme CourtOffice of the Court AdministratorManilaRecords DivisionOffice of Administrative Services, OCA

2010 OUTGOING MAIL MATTERS

 

Month	Registered	Registered with	Priority	Packages/	Total
		Returned Card		Parcels
January	2,257	898	1,123	3	4,281
February	2,261	783	628	2	3,674
March	2,705	1,129	1,379	19	5,232
April	3,151	1,091	696	2	4,940
May	3,353	1,326	502	15	5,196
June	2,366	1,463	734	4	4,567
July	2,919	933	1,749	3	5,604
August	3,321	1,198	828	6	5,353
September	4,343	1,015	950	1	6,309
October	4,377	1,424	1,573	23	7,397
November	3,113	1,137	421	4	4,675
December	2,341	926	1,112	8	4,387
	–––––––	–––––––	–––––––	–––––––	–––––––
Total	36,507	13,323	11,695	90	61,615
	======	======	======	======	======

 

MINIMUM ESTIMATE COST:
A.)	REGISTERED MAILS — 36,507
	1.)	Mailing Envelopes — 27,471
		Metro Manila	—	3,018 X P4.00	=	P12,072.00
		Luzon	—	10,503 X P4.00	=	P42,012.00
		Visayas	—	7,938 X P6.00	=	P47,628.00
		Mindanao	—	6,012 X P6.00	=	P36,072.00
						––––––––––
						P137,784.00
						=========
	2.)	Brown Documentary Envelopes — 9,036
		(Estimate per Revised Postage Rate as of December 2010 for LUZVIMIN)
		251-500gms	—	1,253 X P100.00	=	P125,300.00
		501-1,000gms	—	4,078 X P145.00	=	P591,310.00
		1,001-1,500gms	—	2,224 X P175.00	=	P389,200.00
		1,501-2,000gms	—	1,481 X P205.00	=	P303,605.00
						–––––––––––––
						P1,409,415.00
						===========
B.)	REGISTERED MAILS W/ REGISTRY RETURN CARDS — 13,323
	1.)	Mailing Envelopes — 10,016
		Metro Manila	—	1,053 X P4.00	=	P4,212.00
		Luzon	—	4,172 X P4.00	=	P16,688.00
		Visayas	—	2,755 X P6.00	=	P16,530.00
		Mindanao	—	2,036 X P6.00	=	P12,216.00
						––––––––––
						P49,646.00
						=========
	ADD:	Additional Service Fee for Mails with Registry Return Cards
	10,016 X P10.00 = P100,160.00
	2.)	Brown Documentary Envelopes — 3,307
		(Estimate per Revised Postage Rate as of December 2010 for LUZVIMIN)
		251-500gms	—	525 X P100.00	=	P52,500.00
		501-1,000gms	—	1,009 X P145.00	=	P146,305.00
		1,001-1,500gms	—	984 X P175.00	=	P172,200.00
		1,501-2,000gms	—	789 X P205.00	=	P161,745.00
						––––––––––––
						P585,250.00
						===========
	ADD:	Additional Service Fee for Mails with Registry Return Cards
		3,307 X P10.00 = P33,070.00
C.)	PRIORITY MAILS — 11,695
	1.)	Mailing Envelopes — 6,668
		Metro Manila	—	1,052 X P4.00	=	P4,208.00
		Luzon	—	2,848 X P4.00	=	P11,392.00
		Visayas	—	1,522 X P6.00	=	P9,132.00
		Mindanao	—	1,246 X P6.00	=	P7,476.00
						––––––––––
						P32,208.00
						=========
	2.)	Brown Documentary Envelopes — 5,027
		(Estimate per Revised Postage Rate as of December 2010 for LUZVIMIN)
		251-500gms	—	603 X P100.00	=	P60,300.00
		501-1,000gms	—	1,274 X P145.00	=	P184,730.00
		1,001-1,500gms	—	1,549 X P175.00	=	P271,075.00
		1,501-2,000gms	—	1,501 X P205.00	=	P307,705.00
						––––––––––––
						P823,810.00
						===========
D.)	PARCELS/PACKAGES — 90
		(Estimate per Revised Postage Rate as of December 2010 for LUZVIMIN)
		4,001-4,500gms	—	26 X P365.00	=	P9,490.00
		5,001-5,500gms	—	21 X P430.00	=	P9,030.00
		7,501-8,000gms	—	18 X P570.00	=	P10,260.00
		9,501-10,000gms	—	11 X P175.00	=	P7,590.00
		12,001-12,500gms	—	14 X P835.00	=	P11,690.00
						––––––––––––
						P48,060.00
						===========
TOTAL MINIMUM ESTIMATE COST = P3,219,403.00