Guidelines in the Conduct of Inventory of PNP Supplies, Equipment and Facilities

June 29, 1995

NAPOLCOM MEMORANDUM CIRCULAR NO. 12-95

GUIDELINES IN THE CONDUCT OF INVENTORY OF PNP SUPPLIES, EQUIPMENT AND FACILITIES

WHEREAS, the National Police Commission is constitutionally mandated to administer and control the Philippine National Police; TAIaHE

WHEREAS, Section 14 of RA 6975 provides that the National Police Commission shall exercise inter alia, the power of "administrative control" over the Philippine National Police;

WHEREAS, under Section 16 of the Rules and Regulations Implementing the DILG Act of 1990, "administrative control" has been defined to include the review, approval, reversal or modification of plans and programs relating to personnel, organization, financial requirements, logistics, discipline, benefits, training and education and operation;

WHEREAS, in the exercise of such power, it is necessary for the Commission to look into the assets and properties of the PNP;

NOW, THEREFORE, the Commission, in the exercise of constitutional and statutory powers to administer and control the PNP hereby orders and directs the conduct of annual inventory of equipment and facilities in accordance with the following guidelines and procedures:

A. General Policies

1. End-user entrusted with the possession or custody of PNP property shall be deemed primarily accountable for said property and shall be primarily liable for its money value in case of improper or unauthorized use or misapplication thereof.

2. Regional/Provincial Directors, Chief of Police and other Chiefs of PNP units are jointly held liable for its money value in case of improper or unauthorized use or misapplication thereof.

3. With the exception of the service firearms (covered by NAPOLCOM Res. No. 93-015), transfer of properties from one command/unit to another is not authorized.

4. PNP units shall conduct physical inventory of their respective assets at least once a year to be completed not later than the end of the year.

5. Physical inventory shall include the actual inventory of all PNP assets stated in the property book of accounts, including properties found in station, properties covered by Deed of Donation, captured, confiscated and surrendered (CCS) firearms/properties in the custody of any command for safekeeping or evidences. Properties found in station shall include equipments donated by the local government/non-government organizations or private/individual persons to any unit of the PNP. ICHDca

6. The office of the Directorate for Logistics, NHQ, PNP shall submit to NAPOLCOM an annual inventory report of PNP equipment and facilities not later than January 31 of every year.

7. All properties of the command shall be conspicuously plate tagged by the inventory team/ARTG. The official marking shall be in accordance with the guidelines set forth under PNP Circular No. 09 dated March 1, 1993.

8. Regional/heads of all PNP units shall ensure all personnel under his command to be informed and made cognizant of the provisions of this policy through periodic Information and Education program at least twice a year.

B. Procedures

1. The Chief, PNP shall issue a physical inventory call to all heads of PNP offices/units not later than September 30 of every year.

2. The Chief, PNP shall organize an inventory team to conduct inventories of properties at the National Headquarters to be composed of the following:

Director, Headquarter Support Service	-	Chairman
Director, Comptrollership Representative	-	Vice-Chairman
Logistic Support Service Representative	-	Member
SAO, PNP wide	-	Member
Engineering Service Representative	-	Member
COA Representative	-	Witnesses

 An equivalent Task Group shall be created by the Regional Director to conduct inventories of properties in all units of the Regional Police Command. The Assets Regional Task Group (ARTG) shall be composed of the following:

Asst. Regional Director for Logistics	-	Chairman
Asst. Regional Director for Comptrollership	-	Vice-Chairman
Regional Supply Accountable Officer (RSAO)	-	Member
Regional Engineer	-	Member
Regional COA Rep.	-	Witness

3. Regional and heads of all PNP units at lower echelon shall then create an inventory team within their respective command/unit to assist the ARTG. The inventory team shall initially consult the previous report of inventory and other documents that could assist in facilitating its task. cDHAES

4. Upon completion of the activity, inventory teams of the regional/provincial offices/stations shall submit an inventory report in the prescribed forms (Gen. Form 41-A) for serviceable properties and (Gen. Form No. 17-A) for unserviceable/BER/valueless properties to their respective ARTG. In the same manner, inventory report on gains and losses of individual unit shall be submitted quarterly to the ARTG in the prescribed PNP Inventory Forms No. 1 and No. 2. Also, they shall submit to the Commission through its regional offices summarized inventory report using the attached prescribed form (NAPOLCOM-ILS Form No. 1-A). Reporting shall be in the following categories:

I	—	Office Equipment
II	—	Other Equipment
III	—	Armaments
IV	—	Protective Equipment
V	—	Vehicles
VI	—	Other Transport Vehicles
VII	—	Communications Equipment
VIII	—	Investigative Equipment
IX	—	Engineering Equipment
X	—	Others

 These output will be evaluated and analyzed relative to the approved PNP Table of Equipment and Allowance inorder to determine the priority items to be procured and included in the Annual Procurement Program or Five-Year Modernization Program.

5. The Office of the Assistant Regional Director for Logistics/Supply Officer shall also submit to the Commission through its Regional Office a report on the actual supplies received from the PNP annually. For the initial report, supplies received during the two preceding year and first semester of the current year shall be reported. TCAScE

6. The Regional Director, PNP and Director, HSS shall submit the inventory report of the ARTG in the prescribed forms (Gen. Forms 41-A and 17-A) to the Commission on Audit (COA) having jurisdiction over the command copy furnished NHQ, PNP Attn.: LSS and to the Commission. Likewise, a separate report summarizing the findings and recommendation of the inventory teams shall be forwarded to NHQ, PNP through the Director, LSS to be accompanied by a certification that the property records have been reconciled with the result of the inventory and recorded in the PNP book of accounts. In the same manner, report on the gains and losses shall be sent to NHQ, PNP Attn.: LSS and ES.

7. The Regional Director, NAPOLCOM shall submit to the Vice Chairman thru the Director, Installations and Logistics Service the consolidated inventory report using the NAPOLCOM-ILS Forms 1A and 1B.

C. Responsibilities

a. Installations and Logistics Service, NAPOLCOM

 Shall be the Office responsible in the formulation of relevant policies and procedures regarding acquisition, inventory, control, distribution, maintenance and disposal of supplies and shall oversee the implementation of programs on transportation facilities and installations and the procurement and maintenance of supplies and equipment.

b. NAPOLCOM Regional Office

1. Shall review and evaluate the inventory reports of the PNP inventory teams in the region.

2. Shall submit to the Vice-Chairman a consolidated inventory report of the different PNP offices/units in the region.

c. Office of the Directorate for Logistics

1. Shall be the Office responsible in the overall supervision and administration during the implementation of this regulation.

2. Shall submit to the Commission thru the Installations and Logistics Service an annual inventory report of all PNP properties not later than March of every year. The report shall include the findings and recommendations of the ARTG. ASEcHI

d. PNPLSS:

1. Shall be the office primarily responsible in the inventory of supplies/equipment.

2. Provide appropriate inventory forms and tag forms for the use of all reporting units.

3. In coordination with DL, DC and COA, clear the existing book of accounts on officially declared losses of supplies/equipment.

4. Provide ODL a summarized report on the findings and recommendations of the ARTG and the quarterly report on gains and losses of supplies/equipment.

e. PNPPES:

1. Shall be designated as the office primarily responsible in the inventory of real estate properties.

2. Provide PNPCC a copy of the quarterly report of newly acquired real estate and newly constructed buildings and facilities received from various ARTG.

3. Provide ODL a summarized report on the findings and recommendations of the ARTG enclosed with report to para 3b overall supervision and administration during the implementation of this regulation.

f. PNPCC:

1. Enter into the PNP Property Masterfile all assets gained by individual units as directed by PNPLSS/PNPES.

2. Delete from the PNP Property Masterfile all losses of assets of individual units as directed by PNPLSS/PNPES. cTDaEH

g. PNP Regional Director:

1. Responsible in the overall supervision and administration of inventory activity in the Regional Command.

2. Create/activate the Assets Regional Task Group in their respective Regional Command.

h. Assets Regional Task Group

1. Ensure that the inventory reports of inventory teams are inspected and counterchecked from existing files of the Regional Command.

2. Render summarized report on findings and recommendations of inventory teams to GHQ, PNP Attn.: LSS and copy furnish Director III, ILS NAPOLCOM.

i. Head of Offices/units within any Regional Command

1. Shall designate an inventory team to be composed of one (1) Officer and two (2) or more personnel of the respective unit for the purpose.

2. Ensure compliance within the target date set by ARTG.

j. PNP Inventory Teams

1. Conduct a physical inventory count of all supplies/equipment and real estate belonging to their respective office/unit.

2. Consult, verify and compare from the existing RIVs, MRs, PTIs, I and IR and other related documents on all supplies/equipment and real estate properties actually inspected during their inventory.

3. Render report of annual inventory to their respective Regional Director, Attn.: ARTG in the prescribed format to include their findings and recommendations relative to the purpose of the inventory. ITAaHc

4. Submit to NAPOLCOM Regional Director inventory reports in the prescribed NAPOLCOM Forms 1A and 1B not later than January 31 of each year.

This Memorandum shall take effect immediately.

Issued this 29th day of June 1995 at Makati City, Philippines.

(SGD.) RAFAEL M. ALUNAN IIISecretary, DILG & Chairman, NAPOLCOM

(SGD.) GUILLERMO P. ENRIQUEZ, JR.Commissioner

(SGD.) EDGAR DULA TORRESCommissioner

(SGD.) ALEXIS C. CANONIZADOCommissioner

Attested by:

(SGD.) REYNALDO JD CUADERNODeputy Executive Director IV

ATTACHMENT

 

NATIONAL POLICE COMMISSION SUMMARY DISPOSITION FORM

SUBJECT : Proposed Memorandum Circular on further amending NAPOLCOM Memorandum Circular No. 95-11. cSaATC

 

 

1. The 2nd NAPOLCOM Central-Regional Conference Workshop was conducted on April 12-14 at the Ouan's Worth Farm Resort, Lucena City. It was attended by forty seven (47) participants composed of top and middle managers of the Commission and various officials of the Philippine National Police (PNP).

2. The three-day conference workshop was designed to assess the Commission's first quarter performance, identify and develop new projects for FY 2000 and go over the provisions of R.A. 8551 and its Implementing Rules and Regulations (IRR) and formulate policies and strategies requisite to the implementation of said law.

3. During the workshop proper, the participants formulated and prepared a proposed Memorandum Circular on further amending NAPOLCOM Memorandum Circular No. 95-11, Entitled "Prescribing the Rules and Regulations in the Implementation of the NAPOLCOM Scholarship Program for Surviving Children of Deceased and/or Permanent Incapacitated PNP Personnel under R.A. 6963 and NAPOLCOM Resolution No. 94-047," and allowing affected scholars to continue their schooling in accordance with the schedule set forth hereunder, for approval/signature of the Commission Proper.

4. In this regard and in order to enhance the exercise of administrative and operational functions of the Regional Offices, the PRS hereby submits the proposed Memorandum Circular drafted during the conference-workshop.

5. Recommend approval/signature of the attached proposed issuance.