~ Republic of the Philippines ae Department of Social Welfare and Development t y TBP Road, Batasan Pambansa Complex, Constitution His, Quezon ciy {226 | ‘elophone Non, (ae) S3F03 fot, Toot (2) oor vist e-mail: osec@dewd.gov.ph Website: np shvww. deed 90¥.ph! MEMORANDUM CIRCULAR ~Nno. _ 13 Series of 2014 Subject UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY In the interest of the service, after consultation with the Department Executive Committee, Management Committee and Field Office Directors, the attached “Updated Manual of Delegation and Delineation of Authority” is hereby prescribed to rationalize and expedite the processing of documents pertaining to administrative, human resource, financial, regulatory and other ‘management matters. Said Manual shall serve as guide and reference on the delegated authorities concerning officials in the Central Office and Field Offices. ‘This Memorandum Circular takes effect immediately and supersedes DSWD Memorandum Circular No, 9, series of 2012, Memorandum Circular No. 13, series of 2012, and other issuances inconsistent herewith, Issued this 234% day of May 2014. RAZON JUCIANO-SOLIMAN Secretary Chnitied Copy Old RNA H ‘REYES DSWO Delegation an Delineation of Authority PageUPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN THE DSWD. CONTENTS Purpose Meaning of Approval... ‘Acronyms and Abbreviations... PERSONNEL MATTERS... ‘A. ORIGINAL, INITIAL, RENEWAL AND PROMOTIONAL APPOINTMENTS, 7 1. Regular/Permanent Employees. 7 2. Contractual / Casual Employees. wT 3. Contract of Service (COS) / Memorandum of Agreement (moa) “Workers and Consultants a) COS / MOA Workers (Technical / Non technical) b) Consultants... 8. DESIGNATION OF OFFICIALS AND EMPLOYEES C. DETAILS, TRANSFERS OR REASSIGNMENTS OF OFFICIALS AND EMPLOYEES. 1. Details and Transfers 2. Detail / Secondment to any Government or Private Organization 3. Transfer to Another Government Office 4. Reassignment between OBSs (for both CO and FOs) 1D. REQUESTS FOR PERMISSION TO TEACH, EXERCISE PROFESSION OR ENGAGE IN BUSINESS OUTSIDE OF OFFICE HOURS £. REQUESTS FOR REVISED WORK SCHEDULE DUE TO “SCHOLARSHIPS / TRAININGS SAND OTHER CIRCUMSTANCES... 2 fF. LEAVE APPLICATION AND MONETIZATION OF LEAVE CREDITS . 23 1. Leave applications (inclu Terminal eave os so B 2. Monetization of leave credits old G. APPLICATION FOR RETIREMENT / RESIGNATION . 15 H. FOREIGN / LOCAL SCHOLARSHIP AND TRAINING .. 15 |. REQUEST TO ATTEND SPECIALIZED TRAININGS / LOCAL SEMINARS / NON-DEGREE TRAINING PROGRAMS / WORKSHOPS CONDUCTED BY NATIONAL GOVERNMENT OFFICES, PROFESSIONAL ORGANIZATIONS, OR PRIVATE INSTITUTIONS 15 J. REQUEST FOR AUTHORITY / CONFIRMATION OF AUTHORITY TO RENDER OVERTIME 16 kK. DOMESTIC TRAVEL eo 16 L. FOREIGN TRAVEL... 7 1. OFFICIAL TRAVEL 7 18 2. PERSONAL TRAVEL [UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWO page|. ADMINISTRATIVE AND FINANCIAL MATTERS .. /. ADMINISTRATIVE PROCEDURES AND CASES NOTICE OF SALARY ADJUSTMENT .. 19 ‘TEMPORARY/EMERGENCY SUSPENSION OF WORK OF THE OFFICE ON A PARTICULAR z= DAY OR SUCH PART THEREOF... 19 0. PAYROLLS COVERING PAYMENTS OF SALARIES, WAGES AND OTHER CLAIMS FOR COMPENSATION INCLUDING OVERTIME SERVICES .....::nnssstneseen sans 19 PL CLEARANCE... — : 19 A. PROPERTY AND ASSET MANAGEMENT... 8, REQUISITIONS FOR PROCUREMENT OF GOODS, CIVIL WORKS AND CONSULTING SERVICES C._ REQUISITIONS FOR ISSUANCE FROM STOCK ...eee 1D. ACCEPTANCE AND INSPECTION OF DELIVERIES ..... E. PURCHASE ORDER / LETTER ORDER / JOB ORDER / CONTRACT /NOTICE OF AWARD/ NOTICE TO PROCEED FOR THE PROCUREMENT OF GOODS , CIVIL WORKS AND CONSULTING SERVICES CONTRACTS NOT INVOLVING PROCUREMENT . OBLIGATION REQUEST / BUDGET UTILIZATION REQUEST ‘SUB-ALLOTMENT ORDER (SUB-ARO). DISBURSEMENT VOUCHERS ... 1. BoxA 2. BoxB J. SIGNING AND COUNTERSIGNING OF CHECKS 23 25 25 255 26 26 rrom PROGRAMS, PROJECTS AND ACTIVITIES. A, PROPOSALS FOR REGULAR PROGRAMS, PROJECTS AND ACTIVITIES 29 B. PROPOSALS FOR SPECIAL PROGRAMS, PROJECTS AND ACTIVITIES ‘A. SHOW CAUSE ORDERS. B. FORMAL CHARGES CC. DECISIONS \V. STANDARDS BUREAU MATTERS ..... os 31 ‘A, CERTIFICATE OF REGISTRATION OF SOCIAL WELFARE AND DEVELOPMENT AGENCIES: (SWDAS)... 31 8. CERTIFICATE OF REGISTRATION AND LICENSE TO OPERATE OF SWDAS.. 31 C. CERTIFICATE OF ACCREDITATION OF SWDAs & SERVICE PROVIDERS sone 31 D. ENDORSEMENT OF SWDAs TO DEPARTMENT OF FINANCE FOR DUTY FREE ENTRY OF FOREIGN DONATED GOODS... 31 . ENDORSEMENT OF SWOAs FOR REGISTRATION WITH THE SECURITIES AND. EXCHANGE COMMISSION (SEC) . 7 F. AUTHORITY TO CONDUCT FUND-RAISING CAMPAIGN .... ‘UPORTED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN OSWO pagesPurpose The purpose of this Manual is to define the parameters of authority at various levels of management from the Secretary to the lower levels of supervision. All other authorities not included in this Manual remain with the Secretary unless otherwise delegated. However, the exercise of authority, even if delegated, shall remain the prerogative of the Secretary. The objectives of this Manual are: 1. To provide clear guidance on the level of authority in the Central Office and Field Offices. 2. To enhance the efficiency of the administrative, human resource, financial management, and internal auditing systems. 3. To promote transparency, accountability and responsibility to all officials of the Department 4, To guide the clientele and other concerned stakeholders, offices / agencies in transacting business with the Department. [UPDATED MANUAL OF DELEGATION AND OELINERTION OF AUTHORITY IN DSWDMeaning of Approval ‘The action of approving authorities indicated in this Manual is based on due diligence and Completed Staff Work (CSW), e.g., processed by the concerned staff / personnel. In cases where further approval of higher authorities and agencies external to the DSWD is necessary, the signature of the approving authorities listed in the Manual should not be taken to mean final approval. In the recommending and approving authorities, the delegated functions are specified as follows: 1. Aslash (“/”} means either of the officials indicated may sign 2. semicolon ("s") means the later official may sign in the absence of the former. 3. In the absence of the authorized officials, the Officer-in-Charge, if any, shall automatically recommend / approve, unless otherwise specified. 4, The word “concerned” means that the concerned official shall sign, depending on the delegated subject matter (e.g., Administrative, Human Resource, Financial, etc.). In the Field Office, this could mean either the Assistant Regional Director for Operations (ARDO) or the Assistant Regional Director for Administration (ARDA), depending on the subject matter or the unit covered. 5. Supervising ASEC / USEC means that the official concerned signs based on that official's management control and supervision stipulated in the ‘Management Structure. 6. The word “authorized” means that a Special Order has been issued by the Secretary specifically authorizing a particular official to act or sign on official documents. 7. In case no Assistant Secretary is assigned to a particular Cluster, the Head of the concerned Office, Bureau, Service, or Unit (OBSU) shall be the recommending authority to the Undersecretary or Cluster Head. In case no Undersecretary is assigned to a particular Cluster, the Assistant Secretary/Officer in Charge shall be the recommending authority to the Secretary. 8. Where an RD or ARD would otherwise be both the Approving Authority and the Requesting / Recommending Party (e.g., in the concurrent capacity as Operations Division Chief), the Approving Authority shall instead be the Management Division Chief. In all other cases where an official would otherwise be both the Approving Authority and the Requesting / Recommending Authority, the Approving Authority shall instead be that official's immediate superior (e.g., for an ARD, the RD, for a CO Director, the ASEC concerned; for an ASEC, the USEC concemed; and for a USEC, the Secretary}. [UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN’OSWO pase 5‘Acronyms and Abbreviations ARD ARDA ARDO aS. ASEC ESB co o-Ps coew csc oc FAP Fs FO FO-PSB GASSG Gor HEA Hoss HRDB las icTms Ios. usu ls Moa. NGA NGO. NROC Bs coBsu orc orG osec ose PDAC poc PPMD PPMP Ps Psp. PO PPG RD sms USEC Assistant Regional Director Assistant Regional Director for Administration ‘Assistant Regional Director for Operations ‘Administrative Service Assistant Secretary Career Executive Service Board Central Office CO Personnel Selection Board Career Development and Employee Welfare Division Civil Service Commission Division Chief Foreign-Assisted Project Financial Management Service Field Office FO Personnel Selection Board General Administration and Support Services Group Government ofthe Philippines Head Executive Assistant Head of Office / Bureau / Service Human Resource Development Bureau Internal Audit Service Information and Communication Technology Management Service Institutional Development Group Local Government Unit Legal Service Memorandum of Agreement National Government Agency Non-.Government Organizations National Relief Operations Center Office, Bureau or Service Office, Bureau, Service or Unit Officer-in-Charge Operations and Programs Group Office of the Secretary Office of the Secretary Group Property Disposal and Awards Committee Personnel Development Committee Procurement Planning and Management Division Project Procurement Management Plan Procurement Service Protective Services Bureau People’s Organization Policy and Plans Group Regional Director Social Marketing Service Undersecretary ‘UPOATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWD pavesPERSONNEL MATTERS ORIGINAL, INITIAL, RENEWAL AND PROMOTIONAL APPOINTMENTS * 1. Regular/Permanent Employees” RECOMMENDING APPROVING AUTHORITY AUTHORITY co | oc co-PsB Secretary Below DC except o-Ps USEC for IDG Social Welfare Attaché * Social Welfare Attaché | EXECOM Secretary Fo" | oc cO-PsB/ Secretary RO (thru CO-PSB) Below DC FO-PSB FOisCSCaccredited | RD FO is not, USEC for IDG CSC-accredited 2. Contractual / Casual Employees” RECOMMENDING AUTHORITY | APPROVING AUTHORITY CO Firstand | CO-PSB ‘Asec OSG for OBSUs under OSEC; Usec Second concerned for the other clusters Level Positions FO | Firstand | FO-PSB (for initial hiring) FOisCSC-accredited | RD [Al onginal, renewal and promotional oppointments ore subject to compliance with existing CSC laws, rules and regulations. ° Third-sevel officials (rectors and above} are appointed by the President ofthe Philppines upon the recommendation of the Deportment Secretory. » DsW0 Sociol Welfare Attachés are selected per Administrtive Order No. 6, series of 2033, entitled, “Guidelines on the ‘Management of Socal Welfare Attache Office ot the Philippine Embossy/Foreign Posts and Selection and Placement of, Social Welfare attaches.” 0s that ore not CSC-accredited to take final action an appointments shall endorse proposed oppointments for review of the CO PSB. ifn order, the CO PSS shall recommend the same ta the appointing authority indicated above for appropriate er Memorandum Circular No. 15, series of 2008, ented, “implementing Guidelines for MC No, 35, s. of 2003, on DSWD ‘Merit Selection Plan, Rescinding Administrative Order No. 224, s. 2002 on Functions and Terms of Reference ofthe Personnel Selection Board,” all oppointments should pass thru PB, except: (0) substitute appointments due fo their short ‘duration and emergency nature; (4) appeintmeat to personal and primary confidential positions; and (call appointments toentry laborer positions. LUPOATEO MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWD page 7RECOMMENDING AUTHORITY —_| APPROVING AUTHORITY Second 'ARD / DC concerned (for renewal) | £0 is not USEC for IDG Level SC-accredited Positions | 3. Contract of Service (COS) / Memorandum of agreement (MOA) Workers and Consultants a) COS/ MOA Workers (Technical / Non-technical) ? RECOMMENDING AUTHORITY | APPROVING AUTHORITY co. | GOP / Regular MOA HOBS concerned ‘Asec OSG for OBSUs under | OSEC; Usec concerned for | the other clusters | FAP | Project Manager National Project Director/Deputy Project Director concerned FO. | GOP/ Regular MOA ARD / DC concerned RD FAP | Regional Project Manager RD b) Consultants RECOMMENDING AUTHORITY ‘APPROVING AUTHORITY co | oss HOBS | Asec 056 for OBSUs under OSEC; Usec concerned for the other clusters T FAP Project Manager National Project Director/Deputy | Project Director concerned FO | Units ARD concerned [RO FAP RD concerned Regional Project RD Manager Subject to existing rules and guidelines on the selection and hiring of MOA workers and consultants, ° The creation of COS/MOA positions is subject to the approval ofthe Secretary upon the recommendation of the Use. for 0G (with respect to manpower plonring) and the Usec. for GASSG {with respect to fund availabilty). Al requests forthe filing up of reviously-opproved MOA postions is subject tothe opproval of the Usec for 10G, upon certification by the FMS that funds are availble and programmed under the Work ond Financial Pian (WEP) ofthe requesting OBSU. ‘All COS/MOA contracts shal be signed by the respective cluster heads, upon the recommendation of the heads of OBSUS Prior 10 approval ofthe approving authonty, al contracts shall be reviewed by the HRDB in the CO or by the Management Division in the FO. In al eases, OBSUs should ensure the ovalabilt of funds prior tothe hiring of COS/MOA workers. ‘UPOATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN OSWD pagesB. DESIGNATION OF OFFICIALS AND EMPLOYEES* TO BE DESIGNATED AS: | RECOMMENDING AUTHORITY ‘APPROVING AUTHORITY €o | 0¢, Director /1v ‘Asec OSG for OBSUs under OSEC; Usec | Secretary of OBS under OSEC concerned for the other clusters Below DC | OseC cluster HEA Asec O56 Other Clusters | ASEC concerned __| USEC concerned FO | RO/ARD Asec OSG, after consultation with Secretary ®XECOM oc RO (thru ASEC O56) Secretary Below OC |ARD concerned RD DETAILS, TRANSFERS OR REASSIGNMENTS OF OFFICIALS AND EMPLOYEES * * me designation of officiols ond employees for third level positions shall be based on the criteria for the selection and promotional appointments set forth by the CESB. The Special Order designating Officials and employees may be drafted by Offices concemed. However. to ensure thot the Special Order in occordance with existing policies and the prescribed template, it must be reviewed by the by the HRDB in the CO or by the Management Onision inthe FO. ° rhe transfer, detail or reassignment of officials ond employees must be in accordonce withthe CSC and CESB rues. UPDATE MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY INDSWO pages1 Details and Transfers RECOMMENDING AUTHORITY ‘APPROVING AUTHORITY CO | Directoriti/1V | Asec 086 for O8SUs under OSEC; Usec concerned | Secretary and DC for the other clusters Below OC OSEC Cister HEA [asec 056 Other Clusters ASEC concerned USEC concerned FO | RO/ARD ‘Asec 056, ater consultation with EXECOM Secretary oc RO (thr ASEC O56) Secretary Below DC [ARO concerned Ro 2. Detail/ Secondment to any Government or Private Organization RECOMMENDING AUTHORITY ‘APPROVING AUTHORITY Personnel under OSEC Cluster _| HEA/Asec OSG Secretary Personnel under other Clusters _ | USEC concerned Secretary 3. Transfer to Another Government Office RECOMMENDING AUTHORITY __| APPROVING AUTHORITY co | Cand above ‘Asec OSG for OBSUs under OSEC; | Secretary Usec concerned for the other clusters Below DC OSEC Cluster | Asec OSG Secretary Other Custers | ASEC concerned | USEC concerned [Fo | Ro/aRo Asec OSG, after consultation with | Secretary EXECOM oc ASEC OSG Secretary Below DC {RD concerned aD UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN OSWOReassignment between O8Ss (for both CO and FOs) RECOMMENDING AUTHORITY APPROVING AUTHORITY OSEC Cluster | HEA/Asec OSG Secretary Other Clusters | ASEC / Coach Monitor concerned | USEC Concerned Between Clusters | Asec OSG for OBSUs under OSEC; Usec concerned | Secretary for the other clusters ® special Orders regarding movement of officals ond employees may be drafted by OBSUs concemed. However, to ensure thot the Special Order i in accordance with existing policies and the opproved template, it must pass through the HRDB in tne CO ar by the Management Division in the FO. Upon approval by the authonzed official for record purposes, copies of the Special Order shall be given tothe HRDB inthe CO or to the Management Division inthe FO. UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSO page 1. PaREQUESTS FOR PERMISSION TO TEACH, EXERCISE PROFESSION OR ENGAGE IN BUSINESS OUTSIDE OF OFFICE HOURS "> RECOMMENDING AUTHORITY _| APPROVING AUTHORITY O_| Director Ill and above ‘Asec OSG for OBSUs under OSEC; | Secretary Usec concerned for the other clusters Below Director Ill OseC Cluster | HEA Asec OSG Other Clusters | Asec Concerned | Usec Concerned FO | Director Ill /IV Asec OSG Secretary OIC, Director il / WV DC and below ARD concerned RD E,__ REQUESTS FOR REVISED WORK SCHEDULE DUE TO SCHOLARSHIPS / TRAININGS AND OTHER CIRCUMSTANCES RECOMMENDING | APPROVING AUTHORITY AUTHORITY CO | DCand | Due to scholarships and HRDB Director Usec IDG below | trainings approved by the PDC or the Department Due to special circumstances | Director / Official Asec OSG for OBSUs under other than the above concerned OSEC; Usec concerned for the other clusters FO | DC and | Due to scholarships and Regional PDC/ARD | RD below | trainings approved by the PDC | concerned or the Department Due to special circumstances | ARD concerned RD other than the above Requests for permission to teach, exercise povate practice of profession or engage in business outside of office hours shail be approved subject to observance of and compliance with relevant CSC rules such as Memorandum Circular No, 32, 5.1993, (DSWD internal guidelines and other relevant issuances. [UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWD onyLEAVE APPLICATION AND MONETIZATION OF LEAVE CREDITS” 1, Leave applications (including Terminal Leave) RECOMMENDING AUTHORITY | APPROVING AUTHORITY co | usec : Secretary ASEC USEC concerned Secretary Director Il / IV OseC Cluster | Asec OSG Secretary O1C Director I/V Other Clusters | USEC concerned 1 All applications for leave shall be accompanied by 0 certificate of leave credits issued by the Personne! ‘Administration Division at the CO, or the Management Division atthe FO. 2. Application for leave of absence, sck or vacotion, covering the period of one (1) year or more shail be approved by the Secretary upon reconmmendation of the HOBS concerned ond endorsed by the Asec OSG for OBSUs under OSEC {and USEC and / or Coach Monitor concerned fo the other clusters. 3. Applications for sick, vacation or maternity leave for thirty (30) doys or more, and fr terminal leave regardless of, fengt, shail be occomponied by an accomplished Clearance Form. 44. Application for leave of personnel on deta secondment shal be approved by the Head ofthe Receiving Office, copy furnished the originating ofce 5. Forleaves tobe spent abroad, refer to section an Foreign Personal Travel UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWD pagesRECOMMENDING AUTHORITY — | APPROVING aurioniTY cofoc [ose duster ry meee O86 2nd | Totter ]upio30 | woBs concerned AS Diecor Chistes | doys love tore than 30 | Asec concerned Usec concerned doys leave FO | Director Ill / IV ASEC OSG Secretary Ole rector /W OCand [Upto 30doys ave | DC/ARD concerned AROA 3 — below More than 30 days RD Asec OSG teove Monetization of leave credits RECOMMENDING AUTHORITY “APPROVING AUTHORITY co. | €oCommittee on Monetization USEC for Gass FO | RD/ARD | FO Committee on Monetization USEC for GASSG OCand below | FO Committee on Monetization wo ‘Monetization of leave credits s chargeable against savings and subject to avaiobity of funds UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWD page 1 AG. APPLICATION FOR RETIREMENT / RESIGNATION RECOMMENDING AUTHORITY APPROVING AUTHORITY CO | Usec/Asec - Secretary Director III/IV | Asec OSG for OBSUs under OSEC; Usec concerned for the other clusters DCand below | HOBS OseC Cluster | Asec OSG Other Clusters | Usec concerned Fo | RO/ARD Asec OSG Secretary DCand below | ARD concerned RD H. FOREIGN / LOCAL SCHOLARSHIP AND TRAINING * RECOMMENDING AUTHORITY APPROVING AUTHORITY Director IN /1V PoC Secretary OIC Director Il / IV DC and below PoC Usec for IDG REQUEST TO ATTEND SPECIALIZED TRAININGS / LOCAL SEMINARS / NON-DEGREE TRAINING PROGRAMS / WORKSHOPS CONDUCTED BY NATIONAL GOVERNMENT OFFICES, PROFESSIONAL ORGANIZATIONS, (OR PRIVATE INSTITUTIONS "* RECOMMENDING AUTHORITY ‘APPROVING | AUTHORITY CO | USEC / ASEC : Secretary Director i /1V ‘Asec OSG for OBSUs under OSEC; Usec | Secretary OIC Director Il /V concerned for the other clusters DC and below HOBS concerned ‘Asec OSG for OBSUs under OSEC; Usec concerned for the other clusters FO | RO/ARD PDC, Asec OSG and Usec IDG Secretary DC and below ‘ARD concerned RO 1 nominotions shall be endorsed by the POC. ® personel who attend seminar / training / workshop must submit, within ane week from their return, a written report to their supervisors, cpy furnished the HROB and CBB. \UPOATED MANUALOF DELEGATION AND DELINEATION OF AUTHORITY IN OSWO page 15 AA REQUEST FOR AUTHORITY / CONFIRMATION OF AUTHORITY TO RENDER OVERTIME RECOMMENDING AUTHORITY ‘APPROVING. AUTHORITY CO | Director it HEA for OBSUs under OSEC; Asec | Asec OSG for OBSUS OIC Director i concerned for the other clusters | under OSEC; Usec concerned for the other clusters oc | Director concerned ” Below DC DC concerned | Director concerned FO | RD/ARD HEA ‘Asec OSG DC and below ‘ARD concerned RD DOMESTIC TRAVEL * RECOMMENDING AUTHORITY | APPROVING AUTHORITY CO | USEC and ASEC Secretary Director i /1V 08S under HEA ‘Asec OSG osec Other O8s. ASEC USEC concerned concerned DC and below HoBS OBS under ‘Asec OSG osec Hoss Other 08S ASEC concerned NPMO Staff of FAPS Project Manager Deputy Project Director for Operations Driver General Services Division DC AS Director Inter-cluster group, | Head of group, Secretary / team or committee __| team or committee USEC concerned pequests for authority to render overtime services shal be filed using the prescribed form. Overtime work shail be compensoted in accordance with the guidelines under Joint CSC:DBM Ciculor No. 2, .2004 os amended by Joint Circular No 2A, 5.2005, ond DSWD Memorandum dated 27 April 2006. n view of budget constraints, the oggregate total of tvertime services an employee may be authorized per annum shall not exceed 50% of that employee's annuol basic salary. Unless exigency of the service demands otherwise, such requests must be appropriotely justified by the supervisor concerned (ot least Director level and in accordance with existing guidelines. ” HOBS concerned must always abide by existing rules and guidelines regarding overtime work No official travel shal be undertaken without on approved Travel Order. The Itinerary of Trvel shall be approved by the officer recommending the approval ofthe Travel Oder. UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWO page 16| RECOMMENDING AUTHORITY APPROVING AUTHORITY FO | Outside | RD / ARD Asec OSG Secretary Region DC and ARD concerned RD below within [RD % Reaion oc and | ARD concemed *D ew | FOREIGN TRAVEL 1. OFFICIALTRAVEL RECOMMENDING AUTHORITY APPROVING AUTHORITY co | USEC / ASEC - Secretary Director it!/1V_ | OBS under OSEC Asec OSG: Secretary Other OBS USEC concerned DCand below | ASEC concerned Secretary FO | RO/ARD Asec OSG Secretary DC and below | RD Secretary ° notes: “LTrovel which would entail government expense shall be limited to those which ore very urgent and extremely necessary, 2. Travel expense shal be computed in accordance with the provisions of E.O. No. 298, series of 2004, 3. Official travel abroad connected with the foreign scholarship, fellowship traning gronts ond the like, shall poss through the Personnel Development Committee, [UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWO page?PERSONAL TRAVEL (Application for Travel Authority in the form of a letter to the Department of Foreign Affairs) ”” RECOMMENDING AUTHORITY | APPROVING AUTHORITY CO | USEC and asec - | secretary [Directorii/iv | OBSunder | Asec O56 Secretary osec | Other OBS | USEC concerned DCand below | OBSunder HEA Secretary sec Other OBS ASEC concerned NPMO Staff of | Project Manager Secretary FAP | [Fars | 4 Inter-cluster | Head of group, Secretary Broup, | team or committee team or committee FO | RD/-ARD ‘asec OSG Secretary OC and below | ARD concerned Secretary | aro : Secretary L0Cand below | ARD concerned Secretary ° personnel may be authorized to travel on personal busines provided that there is no use of government funds ond that documentary requirements (eg, approved leave of absence, accomplished clearance) ore submitted. [UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWO nmM. NOTICE OF SALARY ADJUSTMENT > ISSUING AUTHORITY co Director, Administrative Service / Chief or OIC Personnel Administration Division FO. Regional Director / Assistant Regional Director for Administration NN. TEMPORARY/EMERGENCY SUSPENSION OF WORK OF THE OFFICE (ON A PARTICULAR DAY OR SUCH PART THEREOF RECOMMENDING AUTHORITY APPROVING AUTHORITY co Director, Administrative Service USEC for GASSG. Fo* | Management Division Chief Regional Director (0. PAYROLLS COVERING PAYMENTS OF SALARIES, WAGES AND OTHER CLAIMS FOR COMPENSATION INCLUDING OVERTIME SERVICES RECOMMENDING AUTHORITY ‘APPROVING AUTHORITY CO_| Chief, Personnel Administration Division Director, Administrative Service FO. | Chief, Management Division / RD / ARDA Administrative Officer concerned CLEARANCE ‘APPROVING AUTHORITY co USEC for GASSG FO. RD” 7 Notice of Solary Adjustment sholl be automaticaly issued to employees concerned for their information. ” Temporany/emeraency suspension of work ot the FOs must be reported tothe Office of the Secretory immediatly » For clearances for purposes of foreign trave or separation from the service and for clearances for RDs ond ARDS, aside {from cieorance from the FO, clearance from the CO must also be secured: UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN OSWO page 19I ADMINISTRATIVE AND FINANCIAL MATTERS. ‘A, PROPERTY AND ASSET MANAGEMENT = CO | Reports on the Physical Count of RECOMMENDING AUTHORITY APPROVING AUTHORITY [RO AS Director and ASE for GASSG | USEC or GASSG ro Proper, PlentandEaupment Management Dison #0 Chief/ARDA CO Apratal Reports and/or Dspowal_| CO POAC Secretary Fo _ Of Real Properties Regional POAC Secretary CO. Aprasal Reports and/orDsposl_| CO POAC USEC for GASS6 of Unservceble Properties ther Fo than Real Properties Regional PDAC RO CO Requests for relief from USEC for GASSG upon COA Accountaity for Goverment endorsement of HOBS and USEC Properties Lost by Ofls and | conerned co. Emmlovess con \UPOATEO MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN OSWO oeREQUISITIONS FOR PROCUREMENT ~ REQUESTS FOR GOODS, CIVIL WORKS AND CONSULTING SERVICES REQUESTING _| CERTIFYING [APPROVING €0 | Altrequests | Upto | Division Chief/ | Dison Chief, | Director concerned forsupplies, | PIOM | Unit Head | Budget Division of materials, civil concerned __| FMS as to fund ermrang | More | Director | en the | UPEOP25M | HEA or consuting than concerned | Co (085Us under “ 4 | Pom : sec; Ase visions an Division Chief, PEMD. ‘concerned | Units oF PS—as to for the other conformity with the eae | PMP | Upto Asec OSG for pioom | O8SUs under OSEC; Usee for the other clusters | More than | Secretary | 100M ** Notes: 1 Supls, moter and equipment ugenty needed wich oe nat vob fom stock invoing P15, 0000 or icp COM Creu No. 97002) sal be proud chotgebl tote cosh oben previously autores fo Geto epenses for emergency purse. The isl proarement process i ecardance th D300 temarandum Grcvar No 82,5207 Seton 72 shal be aloe. The iudoton of cosh eave sal be 2 hagustons forte pucose of supple, moteray eaupment ores sal Be fest onworded othe Budget Dison for 0) o Budget Ofer for #0) to ese nant are looted fom operoprite Bue fs ond 3. Request fora or esocrent of esingesent por tee sabe repoe by e concerned OSU and Stl sugared wt rerspecton Repo fram te specon ond Aceptonce Comite nd spororaecsesomen repo fom the Mformaton and Conmuncanor Tecnagy Maragemen seve Jo reps ond marten) onthe encon Report for cpr and fsnle mains) wich sl contain ‘Seoeimomaton tothe noturond exe of omogeaf te tlpmen 10 MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWO page 21 A[REQUESTING || CERTIFYING ‘APPROVING CO | All requests for Director Division Chief, Upto P25M | HEA for supplies, materials, | concerned _| Budget Division of (OBSUs under civil works and | FMS ~—astto fund OSEC; Asec consulting services for source and concerned Office of Directors conformity with the for the other wre; | clusters Division Chief, PPMD [yp to "Asec OSG for OF PS— as to | P100m (OBSUs under conformity with the | OSEC; Usec PPMP concerned forthe other clusters | More than | Secretary | 100m FAPs—Allrequests | Project Division Chief, Deputy Project Director for Manager Budget Division of |_| Operations FMS ~as to fund source and conformity with the wee; Division Chief, PPMD of PS—as to conformity with the PPMP. FO | Allrequests (including | DCconcemed | Accountant/Chief, | RD Centers and Management | Institutions) Division UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWO page 22 AREQUISITIONS FOR ISSUANCE FROM STOCK REQUESTING AUTHORITY APPROVING AUTHORITY co | Hoss concerned PS Director FO Division concerned Chief, Management Division/ARDA D. _ ACCEPTANCE AND INSPECTION OF DELIVERIES > D.1 Inspection REQUESTING AUTHORITY SIGNING AUTHORITY co _| Chief, Contract Management Division-PS Chair, Inspection Committee FO Procurement Unit Chair, Inspection Committee D.2 Acceptance RECOMMENDING AUTHORITY SIGNING AUTHORITY co _| Chair, Inspection Committee Hoes: FO. Chair, Inspection Committee Hoes * wotes: 1 Deliveries of supplies, materials and equipment based on approved Purchase Orders shall be received by the ‘Supply Officer or Property Custodian subject to final inspection by the Inspection Committee. 2. Jobs / works performed based an approved Purchase Orders, Job Orders or Letters Orders shall be subject to post inspection by the Inspection and Acceptonce Committee 3. ifthe inspection complies with the specificotions oppearing an the Purchase Order, Job Order or Letter Order, the Chief General Series Drasion or Supply Officer or Property Custadion shal execute a Certificate of Acceptance. \UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWO page 23 ahPURCHASE ORDER / LETTER ORDER / JOB ORDER / CONTRACT / NOTICE OF AWARD / NOTICE TO PROCEED FOR THE PROCUREMENT OF GOODS , CIVIL WORKS AND CONSULTING SERVICES ** AMOUNT | RECOMMENDING | CERTIFYING [APPROVING AUTHORITY col upto | aac PS and FMS Directors HOBS concerned Pom Tupt [aac osec HeAand Asecfor | AsecOSG p25 Cluster | GASsG Other | ASEC for GASSG ASEC concerned Clusters upto | BAC osec ‘Asec OSG and Asec for | USEC or GASSG | ptoona Cuuster__| Gass | Other Asec concerned and USEC concerned | Clusters | Usec for GASSG [More than | BAC ‘Asec OSG for OBSUs under OSEC and _| Secretary Pi00m Usec concemed for the other clusters, | and Usec for GASSG FO | UptoPsM | OCconcemed | Accountant/Chief, Management | ARD concerned Division Upto DC concerned Accountant/Chief, Management RD Pio Division More than | DC concerned Accountant/Chief, Management Secretary, unless | P1om Division RD is specifically authorized * Notes: 1 Any Purchase Order / Letter Order / Job Order must be duly supported by approved Requisition and issue Sip {f5), and Preinspection Report, if plicable, with furds oppropratey earmarked forthe purpose by the Budget Division for CO. Budget Officer for FO, and certified funds avollable by the Chief Accountant for CO, Head of ‘Accounting Unit for FO, together with ther pertinent supporting documents 2. Forthe CO, all MOAS and Contracts shal be reviewed by the 1S ond FMS. For the FOs, the review may be done by the Chief, Manogement Division and a Retainer Lawyer or, in the absence of Retainer Lawyer, other competent technica! staff 3. For contract of services covering MOA workers, refer to the appropriate section above. 44 if there 1s no space in the form used for the Recommending Authority and / or the Certfying authority to sign, they moy into! below the Approving Authority, or their recommendation / certification may be attacked in 0 separate document. UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWD, pase meCONTRACTS NOT INVOLVING PROCUREMENT ‘APPROVING AUTHORITY / | RECOMMENDING AUTHORIZED SUBJECT OF CONTRACT AUTHORITY / WITNESS | SIGNATORY 0 | Project implementation, HOBS ‘Asec OSG for OBSUs regardless of source of funds | under OSEC; Usec concerned for the other clusters Transfer of funds to NGAs, NGOs, LGUs | Asec OSGfor OBSUs —_| Secretary and POs under OSEC; Usec concerned for the other clusters Receipt of foreign and local donations | USEC concerned / Secretary and / or Deed of Donation and HoBS Acceptance Fo DC/ Unit Head RD; ARD concerned concerned G. OBLIGATION REQUEST / BUDGET UTILIZATION REQUEST” BOXA BOXB co | HORS concerned Chief, Budget Division FO _ | Head of Office / Division concerned Head, Budget Unit H. SUB-ALLOTMENT ORDER (SUB-ARO)"* ‘AMOUNT ‘APPROVING AUTHORITY ‘Up to P500,000 FMS Director Up to P1OM [ASEC for GASSG More than P10M USEC for GASSG The Head of Requesting OBSU shal sign on Box A ofthe Obligation Request / Budget Utizotion Request to certify thot the expense is necessary, Jowfu! and incurred under his /her direct supervision, and that supporting documents are vai, proper and legol The Chief, Budget Division in the CO, ar the Heed of Budget Unit in FOs, shal sign on Box 8 to certify ‘vali of allotment and thatthe expense subject for payment wos abigated. © Funds tensferred by the CO to the different FOs must be used strictly in accordance withthe intended purpose with the necessary financial reports rendered by the recipient office to the CO Budget Dwision. page 25 LUPOATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWODISBURSEMENT VOUCHERS 1. Boxa ‘APPROVING AUTHORITY CO _| Disbursement Vouchers | Head, Accounting Division 1 Others | Assistant Chief Accountant FO | Disbursement Vouchers Head, Accounting Unit; the next-in-rank (with and Administrative Officer Il position); or as designated by RD * incudes the following: 4 Vouchers for payment of salaries and wages allowances, compensation and other personnel services incluaing payment for overtime services regardless ofthe amount. Regulor or Fixed Expenditures such as power, water, telephone, rental, janitorial, secunty, communication, ‘gasoline and lubncant expenses regardless of amount. Financial Assistance for Cris intervention Payment for cantract of services for MOA workers Cash advances and reimbursements by disbursing officers, officials nd emplayees up to P100,000. Fund transfer to FOs and Barangey / Community account by way of check or Notice of Tronsfer of Allocation (0vrA) up ro 100,000. UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWO page 26 fBox 8” DESCRIPTION APPROVING AUTHORITY CO | Payment of salaries, wages, allowances, compensation and | AS Director other personnel services, including payment of overtime services, cost of services of MOA workers and mandatory remittances, regardless of amount Payment of fixed regular expenditures for utilities and services such as power, water, telephone, gasoline, oil and lubricants, janitorial and security services and rental, | regardless of amount | Others Upto P10M HOBS concerned” Up to P25M (OSEC Cluster HEA Other Clusters ASEC concerned Upto P100M OSEC Cluster Asec OSG Other Clusters [ usec concerned More than P100M Secretary FO | Up to P500,000 Chief, Management Division Upto P10M {ARO concerned/RD More than P1OM Secretary, unless RD is, specifically authorized » should the Secretary, the USEC for GASSG ond the ASEC for GASSG al be unavoilable on officio! business, an Officer of the Day shal be designated who shall have the authority to approve Disbursement Vouchers and Sub-llotment Release Order {(Sub-ARO) for more than PIM up to P5OM. ° For payments conceming the FMS itself, the Approving Authonty shal be the ASEC for GASSG instead ofthe FMS Director. As amended by M.C. No. 13, 2032} UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWD page 27SIGNING AND COUNTERSIGNING OF CHECKS” | AMouNT CCOUNTERSIGNING SIGNING €O | Upto P100,000 Chief, Budget Division Cashier Upto PIOM FMS Director Upto P25M ASEC for GASSG upto P100M USEC for GASSG™ More than P100M Secretary - FO | Upto 50,000 Chief, Management Division Cashier Upto PIM ARDA/Chief, Management Division Upto P5M [ARD concerned Upto P1OM RO More Secretary, unless RD is specifically authorized than P10M checks shall be prepored based on duly approved vouchers consistent with payee and amount. ® Snould the FMS Director, ASEC and USEC for GASSG al be unavailable on officiel business, the FMS Assistant Director sha hove the authorty to countersign checks for up to PSOM. [UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWO eenslll PROGRAMS, PROJECTS AND ACTIVITIES ‘A. PROPOSALS FOR REGULAR PROGRAMS, PROJECTS AND ACTIVITIES. | RECOMMENDING RECOMMENDING Program | P100M | “AUTHORITY AUTHORITY ASTOFUNDING —_| ASTOPURPOSE _| APPROVING AUTHORITY CO | FMS / ASEC concerned HOBS concerned OSEC Cluster Asec OSG FO | ARD/ Unit concerned RD 6. PROPOSALS FOR SPECIAL PROGRAMS, PROJECTS AND ACTIVITES RECOMMENDING | RECOMMENDING auTaoRiTy AUTHORITY apPnovins ASTOFUNDING | ASTOPURPOSE | AUTHORITY Pantawid [Upto | Director FS Prec Manager| Deputy Project Director for Operations Deputy Project Director | Deputy Project Director OSEC Cluster More than National Project 100M for Finance for Operations Director NeDOP, | Deputy Project Director | Deputy Project Director | National Project | for Finance for Operations Director NHTO Deputy Project Director | Deputy Project Director | National Project for Finance for Operations Director (08S under HOBS concerned and HEA ‘Asec OSG Others HOBS concerned and |ASEC / Coach Monitor concerned USEC concerned UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWD “nyIV. ADMINISTRATIVE PROCEDURES AND CASES A. SHOW CAUSE ORDERS. SIGNING AUTHORITY co Secretary FO RO 8. FORMAL CHARGES * RECOMMENDING AUTHORITY | SIGNING AUTHORITY €O | All personnel except Investigating Officer; Secretary presidential appointees Ls Director FO | Personnel above first level Investigating Officer; Secretary except presidential appointees Ls Director First level personnel Investigating Officer; ARDA | RD DECISIONS * RECOMMENDING AUTHORITY _ | SIGNING AUTHORITY €O | All personnel except Hearing Officer; Secretary presidential appointees Ls Director FO | Personnel above first level Hearing Officer; Secretary except presidential appointees _| LS Director Hearing Officer; ARDA RD First level personnel » administrative cases involving presidential appointees shal be refered to the appropriate government agency: > pecsions issued by RDs imposing te penaity of removal from service shal be subject to approval by the Secretory. [UPDATED MANUAL OF DELEGATION AND DELINEATION OF AUTHORITY IN DSWD page 30V. STANDARDS BUREAU MATTERS ENDORSEMENT OF SWDAs FOR REGISTRATION WITH __TRERFFREITERSARRESFRUANGR CRMBUSS WELTER REVIEWAIREVELOPMERCOAIAEREING WORMORITY ‘APPROVING: ‘OFFICE E Od Faiflsfas Bureay CP Sfanasree Bateau DiRaaGM on rons SF BG : mal Development DVISTOn B. _ CERTIFICATE OF REGISTRATION AND LICENSE TO OPERATE OF SWDAs AUTHORITY TO CONDUCT FUND RAISING CAMPAIGNS. RECOMMENDING AUTHORITY RATING. CAMPAIBNSctor ‘APPROVING AUTHORITY USEC for IDG stahWATONALEPN co FO EGQMMENDING AUTHOBST¥ent Division [ARBROVING AUTHORITY ornce CQ. StanstiereRUpetor AUEREDRTARION OF SWDAs AND SERVICE PROVIDERS'Y EERE RUPEE TAPBRDUING auTHORITY oueidprdefureau | | Standards Bureau Director | | USEC for IDG. o.__FABSSIQNLAY SP SHAMS GAMER of nance REVIEWINGTY FREE EMERG MIMENGING ROMMGRA GOODS: APPROVING AUTHORITY. © [poretces une | Prt nstttinal Development Dison [RD CO [Standards Bureou | USE forDG sear wrth concerned Fo | Standards Unie | Sando Bureau Decor and USECTor | Secretary Insttatone! | 196, upon endorsement ofthe RD | Development Division (IDD) Usesren ROARERBODDERLGATORARBDEENECROSIOORGTHORMNNDSSGD ~