national transmission · pdf fileb. general services division ... 3 reports to the office...

Citizen’s Charter 3RD Revision : May 31, 2017

NATIONAL TRANSMISSION

CORPORATION

1

Table of Contents

2

I.Mission & Vision ………………………………………………………………………………………………… ……4-5 II.Performance Pledge and Feedback and Redress Mechanism …………………………………… 6 -7 III.Frontline Services

A. Human Resources Division …………………………………………………………………………… 8-11 1. Application for Student-Traineeship Program

B. General Services Division ……………………………………………………………………………… 12-24 1. Application to Apply for Eligibility and to Bid 2. Issuance of Purchase Order and Delivery 3. TransCo Dormitory Accommodation

C. Sub-transmission Divestment Department …………………………………………………….. 25-30 1. Application for Completion of Sale Contract in the Divestment of Sub-transmission Assets (STAs) for Energy Regulatory Commission (ERC) Approval

Table of Contents

3

III. Frontline Services D. Office of the Corporate Secretary …………………………………………………………..31-32

1. Issuance of Certified Copies of Documents (Resolutions, Instructions, Minutes)

E. Legal, Right-of-Way & Land Management Services Group ………………………33-36

1. Right-of-Way Claims Process F. Finance Department ………………………………………………………………………………37-45

1. Pre-Audit Processing of Disbursement Claims of External Claimants and Releasing of Check Payments 2. Acceptance of Payment/Issuance of Official Receipt (OR)/ Acknowledgement Receipt

G. FIT-ALL Administration ………………………………………………………………………….46-58 1. Execution of the Renewable Energy Payment Agreement (REPA) between TransCo and Fit-Eligible Renewable Energy Developer 2. Processing and Disbursement of Claims of FIT-Eligible RE

MISSION

As the owner of the nation’s power transmission assets, we protect the interest of the Filipino people by overseeing

the proper operation, maintenance, upgrading and expansion of the transmission system by the concessionaire, thereby contributing to the delivery of quality and

reliable electricity to consumers.

4

VISION

We are a highly valued and essential pillar

of the power industry.

We embody excellence, professionalism and integrity

in carrying out our mandated roles and responsibilities

in partnership with all stakeholders.

5

PERFORMANCE PLEDGE,AND FEEDBACK AND REDRESS

MECHANISM

PERFORMANCE PLEDGE

We, the officials and employees of the National Transmission Corporation (TRANSCO), commit to

T – reat each customer fairly;

R –espect all clients and provide good service;

A- ct promptly on all letters and requests;

N- urture good public relations with the customers;

S- erve the clients efficiently

C- reate a customer friendly environment; and

O- bserve strictly the laws, rules and regulations of the national government and the corporation.

FEEDBACK AND REDRESS MECHANISM

Please let us know how we have served you by giving us feedback thru e-mail at [email protected] .

Thank you for helping us to improve our services.

6

mailto:[email protected]

mailto:[email protected]

PERFORMANCE PLEDGE AND FEEDBACK AND REDRESS

MECHANISM

7

Human Resources Division

Citizen’s Charter 8

Department /Division Concerned: Human Resources Division

Frontline Service: Application for Student Traineeship Program

Schedule of Acceptance of Trainees: Monday to Friday : 8:00 AM to 5:00 PM Trainee’s Schedule : 8:00 AM to 5:00 PM with noon break (Weekdays only) External customers who may avail of the program: College students who need on-the-job training (OJT) as a requirement for graduation Required documents: 1. Endorsement by the school citing that the OJT is a requirement for the student’s graduation 2. Certificate of good moral character 3. Medical certificate (a physician’s certification that the student is physically fit to undergo OJT) 4. Any of the following: Barangay, NBI or police clearance secured within the last 6 months 5. Last 2 semesters’ copy of grades, either in class card form or certification form 6. 2 1x1 ID pictures 7. Application form for student traineeship (to be provided by Transco) 8. Personal History Statement (form to be provided by Transco) 9. Internship Agreement and Liability Waiver (form to be provided by Transco)

9



Step Applicant/Student Service Provided

Duration of Activity (under

normal circumstance)

Person in Charge/ Location

Fees/ Charges

Form / Document

1 Inquires and secures Traineeship Forms and Checklist of Requirements

Answers queries / concerns of student and advises the client on matters related to the Traineeship Program

5 minutes HR Liaison Asst. 902-1500 local 1613

none 1. Application Form 2.Personal History Statement Form 3. Internship Agreement & Liability Waiver (IALW) 4. Checklist of Requirements

2 Submits all requirements and accomplished forms

Receives, evaluates and reviews completeness of documents

5 minutes HR Liaison Asst. 902-1500 local 1613

none Accomplished Forms and complete requirements

Prepares Office Order

1 day HR Liaison Asst. Sr. HR Specialist HRD Manager Admin. Manager VP, CSG 902-1500 local 1613 / 1615

none Office Order

How to avail of the program:

10



Step Applicant/Student Service Provided

Duration of Activity (under

normal circumstance)


Fees/ Charges

Form / Document

Prepares Memo to Cost Center Head for the deployment of student trainee. Informs the Student Trainee to report for OJT

1 day HR Liaison Asst. HRD Manager

none Deployment Memo

3 Reports to the office concerned to undergo OJT until the completion of the required training hour

Conducts Orientation / briefing ; Prepares & releases OJT-ID

Within the prescribed training period

HR Liaison Asst. Sr. HR Analyst Sr. HR Specialist HRD Manager Admin. Manager

none OJT-ID

4 Upon completion of the required training hours, submits the required documents to support the preparation of Certificate of Completion

Reviews submitted documents and prepares the Certificate of Completion and DV for payment of stipend

1 day HR Liaison Asst. Sr. HR Specialist HRD Manager

none Certificate of Completion Disbursement Voucher DTR’s,DTR Summary, Evaluation Report, Accomplishment Report, Copy of Office Order

How to avail of the program:

11

General Services Division


Department /Division Concerned: General Services Division

Frontline Service: Application to Apply for Eligibility and to Bid

Schedule of Issuance of Request for Quotation (RFQ)/Bidding Documents: As per Purchase Requisition/ Posting of Advertisement Time: 8:00- 5:00 pm with noon break (weekdays only)

External customers who may secure RFQ/Bidding Documents: Prospective Bidders who are registered in the Philippine Government Electronic Procurement System (PhilGEPS) of Procurement Service, Department of Budget and Management (PS-DBM).

Required Documents: 1. Certificate of PhilGEPS Registration 2. Cash (for purchase of bidding documents

How to secure RFQ/Bidding Documents:

Step

Activity Duration of

Activity Person in Charge Fees Form Applicant

/Client Service Provided

1 -Posting of the RFQ/ Invitation to Bid in the PhilGEPS/TransCo Website/Newspaper Advertisement (for PB requirement amounting to: -Goods >Php 10M -Infrastructure Projects >Php 15M Consulting Services >Php 5M

30 minutes

Eileen C. Argañoza 902-1523 Rogelio M. Mabulay, Jr. 902-1521

none RFQ/Invitation to Apply for Eligibility and to Bid

13




Step


Activity Person in

Charge Fees Form

Applicant/Client Service Provided

2 Downloads the RFQ/ Invitation to Bid in the PhilGEPS &/or TransCo Website

15 minutes none RFQ/PhilGEPS generated invitation

3 Purchases Bidding Documents

- Checks/reviews PhilGEPS registration and/or PCAB license (for PB infra projects)

- Issues order of payment form

10 minutes Eileen C. Argañoza 902-1523 Rogelio M. Mabulay, Jr. 902-1521

Order of Payment Form

4 Pays Bidding Documents

- Issues of Official Receipt (OR)

5 minutes Ryan Alfafara 902-1500 loc 1618

P500T and below = P500 >P500T to 1M = P1,000 >P1M TO 5M = P5,000 >P5M TO 10M = P10,000 >P10M TO 50M = P25,000 >P50M TO 500M = P50,000 More than 500M = P75,000

OR

14




Step


Activity Person in Charge Fees Form


5 Fill-up Suppliers Acknowledgement Sheet (SAS)

- Issues Bidding Documents


none SAS/Bidding Documents

15


Frontline Service: Issuance of Purchase Order and Delivery

Step




1 Issues Notice of Award (NOA) to Winning Bidder/Supplier

5 minutes Eileen C. Argañoza 902-1523

none NOA

Schedule: Upon issuance of Notice of Award Time: 8:00am-5:00 pm with noon break (Weekdays only) External customers who avails of the service: Winning Bidders/Suppliers Required Documents: 1. Original Purchase Order (PO) 2. Original Invoice 3. Certificate of Warranty 4. Delivery Receipt 5. Certificate of Training (If required)

How to avail the service:

16




Step


Activity

Person in Charge

Fees Form Applicant/Client

Service Provided

2 Submits Performance Security Bond (if applicable) <P100,000 – no bond >P100,000 except for the alternative methods of procurement in accordance with Sections 39 and 62 of the IRR of RA 9184

Preliminary review of bond acceptability

15 minutes

Eileen C. Argañoza 902-1523

Form of security & amount: 1. Cash or cashier’s/manager’s check

issued by a Universal or Commercial Bank:

• Goods and Consulting Services – Five percent (5%)

• Infrastructure Projects – Ten (10%)

2. Bank draft/guarantee or irrevocable letter of credit issued by a Universal or Commercial Bank; Provided, however, that it shall be confirmed or authenticated by a Universal or Commercial Bank, if issued by a foreign bank:

• Goods and Consulting Services – Five Percent (5%)

• Infrastructure Projects – Ten percent (10%)

SAS/Bidding Documents

17




Step




2 3. Surety bond callable upon demand issued by a surety or insurance company duly certified by the insurance Commission as authorized to issue such security – Thirty percent (30%)

3 Receives original PO/ Notice to Proceed (NTP)

Issues original PO/ Notice to Proceed (NTP)


none PO/Additional Terms and Conditions and Notice to Proceed (NTP)

4 Delivers items per PO. Submits original PO, invoice and certificate of warranty (if applicable)

Receives delivered item

30 minutes Maribeth T. Javillo 902-1500 loc. 1605

none

18




Step




5 Checks the conformity and tests delivered item. Prepares the certificate of acceptance

1 hour Concerned End-user none Certificate of Acceptance

6 Submits the certificate of acceptance to GSD

5 minutes Concerned End-user none Certificate of Acceptance

7 Prepares Inspection & Receiving Report (IRR) and Disbursement Voucher (DV)

10 minutes Maribeth T. Javillo 902-1500 loc. 1605

none IRR DV

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Frontline Service: Transco Dormitory Accommodation

SCHEDULE OF TRANSACTION: MONDAY TO FRIDAY, 8:00 AM – 5:00 PM Who can avail the service: 1. Transco Employees 2. NGCP and other employees of the Energy Family Sector 3. Employees Immediate Family Members, private individuals and groups as endorsed by Transco

employees

Required Documents: 1. For Availees under Items No. 1 & 2

A. Travel Orders/ Office Orders/ Trip Ticket B. Letter of Authority ( LOA)

2. For Item No. 3 A. Endorsement/ Request Letter B. Letter of Authority ( LOA)

20



Step Requesting Party Service Provided Duration of

Activity


Fees/ Charges Form

1 Secures Letter of Authority (LOA) for accommodation and fills-out the form to be signed by the authorized signatories of the party concerned.

Schedules booking All requests shall be arranged at least One (1) week prior to check –in.

Clinton Cabigting 902-1500 loc 1692/ 981- 2672

Executive room P1,000/day Double – 1,400/day/ Person or P700/bed/day Quintet – P2,000/room/ day or P400/bed/day

Letter of Authority for Accommodation (LOA)

2 Submits the duly signed form together with travel orders/trip tickets either thru fax or phone calls whichever is available for immediate response result.

Accepts the form, reviews the necessary attachment, validates the entitlement of the requesting personnel and checks the availability of rooms for accommodation

15- 20 minutes upon receipt of the request form


none

How to Avail:

21




Activity


Fees/ Charges

Form

3 Requesting party shall also be responsible in making follow-up of status of requests.

Provides feedback either thru phone calls / fax, and/or signing of the form. Accept or deny reservation

Feedback shall be within the day upon receipt of the request form


4 Upon check- in for accepted reservations, guests shall present LOA and ID if necessary for validation/identification purposes.

After verification, Front Desk Officer shall request to fill up standard form requirements and be assisted to their room assignments.

Check in time, 10- 15 minutes


none Registration Cards, Room Checklist Forms

5 For unarranged booking, guests shall provide authorized travel orders for identification and authority.

Front Desk Officer validates room availability, if none, Transco employees shall be endorsed to accredited hotels in the vicinity whereas for non-Transco personnel hotel booking arrangement shall be of the responsibility of their respective offices

Booking in Transco’s accredited hotels shall be arranged within one (1) day upon arrival.


Subject to Hotel’s Corporate Rate

How to Avail:

22




Activity


Fees/ Charges

Form

5 Upon check- out, guest shall be issued by a charge slip for review , signature/ attestation. This shall be the basis for charging either of personal account or for debit

10-15 minutes prior to check –out


6 Reviews, validates, accepts or gives comment on charge slip issued.

10- 15 minutes prior to check –out


none Charge Slip Form, Order Payment Forms

7 For personal account, pays the necessary billing to Transco cashier

Front Desk issues payment order together with the duly signed charge slip for guest payment directly to cashier

15-20 minutes until payment.


8 Guest presents Official Receipt of payment prior to check-out

Checks, photocopies payment OR for record keeping and logs guest check out

5-10 minutes Clinton Cabigting 902-1500 loc 1692/ 981- 2672

How to Avail:

23




Activity


Fees/ Charges Form

9 For guest on official travel, acknowledges/ attests charge slip to support issuance of debit memo to be forwarded to their respective offices.

Transco issues debit memo to offices with debit memo arrangement with Transco Dormitory for their respective employees on official business to facilitate payment.

1-2 days every 15th and 30th of the month.

Lorena J. Parreno 902-1522

Executive room P1,000/day Double – 1,400/day/ Person or P700/bed/day Quintet – P2,000/room/d ay or P400/bed/day

Debit Memo Form

How to Avail:

24

Sub-Transmission

Divestment Department


Department /Division Concerned: Sub-Transmission Divestment Department Frontline Service: Application for Completion of Sale Contract in the Divestment of Sub-Transmission

Assets (STAs) for Energy Regulatory Commission's (ERC) Approval

SCHEDULE OF TRANSACTION: 8:00 am to 5:00 pm with noon break (Weekdays Only) External Customers: Distribution utilities (DU’s) 1. Electric Cooperatives (EC’s) 2. Privately owned distribution utilities 3. Local government unit owned and operated distribution systems 4. PEZA-registered Economic Zones (ECOZONES), or PEZA registered entity with existing authority to

distribute power within the ECOZONE

Required Documents: Letter from the DU’s regarding their concern relative to the sale of STA’s, on any of the following: 1. Clarification on the composition of sale packages, qualification (technical & financial criteria of

DU’s to acquire sub-transmission assets, and terms 2. Right-of-way claims 3. Connection charges 4. Valuation of sub-transmission assets 5. Valuation of land and transfer of ROW 6. Terms of payment 7. Technical concerns, like metering 8. Other related matters. 26



Step Applicant/Distribution Utility (DU) Service Provided Duration of

Activity Person in Charge/ Location

1 Submits letter or sends facsimile to Sub-transmission Divestment Department (SDD) to verify concerns on the Sale of Sub-transmission Assets, in any of the following: a.) Clarification on the composition of sale packages, financial and technical qualification criteria of DU's to acquire sub-transmission assets, and terms and condition of the sale. b.) Right-Of-Way Claims / Issues c.) Connection Charges d.) Valuation of Sub-Transmission Assets e.) Valuation of Land and Transfer of ROW f.) Terms of Payment g.) Technical Concerns, like metering h.) Other related matters.

Makes initial evaluation and endorses to Corporate Staff Officer in-charge Records the letter /facsimile in the Logbook or Computer file/record then forward to the concerned staff, for appropriate action. Receives and reviews the letter.

10 minutes 15 minutes per letter/ facsimile 30 minutes

Moises F. Rubio, Manager, SDD Secretary Corporate Staff Officer B: Renato B. Apilado Corporate Staff Officer : Noel E. Miranda 27



Step Applicant/Di

stribution Utility (DU)

Service Provided Duration of

Activity Person in Charge/ Location

Evaluates the request Maximum three (3) days for items a, and f. For item d, maximum of one (1) day (if Net Book Value is available per SDD records) ; request cost from TRANSCO Finance the SKM rolled forward valuation within the day if not available in SDD. For items b, e and c , Request the ROW Dept. and NGCP, respectively, within the day. For item h, this is subject for further evaluation.

Corporate Staff Officer / Divestment Specialist: Vanessa R. Manguiat and Property Acctg. Staff (for SKM Valuation) ; ROW Staff and NGCP staff in Quezon City Office

Reviews and signs the memorandum / letter endorsing the request to the concerned group, for appropriate action, to wit:

15 minutes Manager, SDD

Records the letter in the logbook before release

15 minutes Secretary

Reviews and endorses the following concerns: a.) Right-Of-Way Claims to be endorsed to TRANSCO Right-Of-Way Group, Office of the Gen. Counsel

Maximum of one (1) day

Corporate Staff Officer

28



Step Applicant/Distribu

tion Utility (DU) Service Provided

Duration of Activity


b.) Connection Charges to be endorsed to TRANSCO Finance Group / Concession Contracts Management Group c.) Technical Concerns to be endorsed to NGCP, Metering Group, NGCP's District Manager Concerned, & other groups

Maximum of one (1) day Maximum of one (1) day

Corporate Staff Officer Corporate Staff Officer

Reviews and signs the memorandum / letter endorsing the request to the concerned group.

15 minutes Manager, SDD

Records the letter in the logbook before release

15 minutes Secretary

29



Step Applicant/Distribution

Utility (DU) Service Provided



2 Receives the reply based on evaluation/ valuation / data endorsed to various groups of DU's inquiry / concern relative to the sale of sub-transmission assets

Makes Initial review then endorses to Corporate Staff Officer in-charge

10 minutes (from receipt of reply from the concerned group)

Manager, SDD

Records the letter in the Logbook or Computer file then forwards to the concerned staff, for appropriate action.

15 minutes per letter Secretary

Receives reviews & makes appropriate action on the letter.

Maximum of one (1) day Corporate Staff Officer

Prepares reply to DU's inquiry/concern based on data and evaluation provided by other TRANSCO Group / NGCP and SDD's.

Maximum of one (1) day Corporate Staff Officer

Reviews and signs the letter to DU 10 minutes Manager, SDD

Records the letter before release 15 minutes Secretary

3 Receives Letter Releases reply-letter to DU’s concern

* No Fees and Form END OF TRANSACTION

30

Office of the Corporate Secretary


Department /Division Concerned: Office of the Corporate Secretary Frontline Service: Issuance of Certified Copies of Documents (Resolutions, Instructions, Minutes)

Step Applicant/Client Service Provided

Duration of Activity (Under Normal

Circumstances)


1 Secures and accomplishes the Document Request Form

Receives and reviews the accomplished form for the approval of the Corporate Secretary

5 minutes Ma. Theresa Juliet B. De Leon

2 Waits while the requested documents are being retrieved

Reviews and verifies the requested records. If records are not available, informs the client that the requested documents/records are not available

15 minutes Ma. Theresa Juliet B. de Leon

3 If the document/s requested is already retrieved

Submits to the Corporate Secretary the accomplished form and the documents requested for his approval

3 minutes Atty. Edgardo Ll. Padilla

4 Receives the document/s requested

Releases requested document/s to client

2 minutes Ma. Theresa Juliet B. de Leon

Note : No Fee . Only One Form is required : Document Request Form

32

Right-of-Way & Land

Management Services Department


Department /Division Concerned: Right-of-Way & Land Management Services Department

Frontline Service: Right-Of-Way (ROW) Claims Process

SCHEDULE OF TRANSACTION: Monday – Friday 8:00 a.m. – 5:00 p.m. External Customers:

1. Landowners (or their authorized representatives or lawyers) How to Avail of the Service:

Step


Activity

Person in Charge

Fees Form

Applicant/Client Service

Provided

1 Landowner (or through Attorney-in-Fact (AIF) / Lawyer), sends written letter to TRANSCO requesting for payment of just compensation

Stamps on the day it is actually received.

1 calendar day

Secretary Office of the General Counsel (OGC) Tel. No. 902 1500 local 1538

N/A Written letter-request / demand for payment of just compensation for property affected by transmission lines/facilities, together with supporting documents (i.e., (1.) copy of Transfer Certificate of Title (TCT)/ Original Certificate of Title (OCT)/CADT/CALT; (2.) copy of Tax Declaration; (3.) Other proofs of ownership; (4.) Survey/Sketch Plan ; and (5.) Other documents relevant to the claim. Landowner must indicate specific address for communication purposes.

34



Step


Activity Person in

Charge Fee

s Form

Applicant/Client

Service Provided

2 Prepares acknowledgement letter (for signature of Department Manager) with notice on the action taken to be sent to Landowner within the 3 calendar days period.

3 calendar days

RLMSD Secretary / Chief ROW Officer / Principal Engineer A / Dept. Manager Tel. No. 902 1500 local 1690

N/A Acknowledgment letter is sent to Landowner informing the Landowner that the claim has been referred to a particular Right-of-Way personnel for validation with a request for the submission of required documents to support the claim. The contact number (landline) of the concerned Right-of-Way personnel is indicated in the acknowledgment letter.

3 Requests for submission of complete documents supporting the claim (i.e., TCT/OCT/CADT/CALT, Tax Declaration, other proofs of ownership, Survey/Sketch Plan etc.) AND/OR Informs Landowner that Claim is for Validation/Research by ROW Officer; OR

15 calendar days 15 calendar days

RLMSD Secretary / Chief ROW Officer / Principal Engineer A / Dept. Manager Tel. No. 902 1500 local 1690

N/A


35



Step




Denies claim for the following reasons, among others: a. Property is not affected; b. Claimant is not the legal owner; c. Claimant or predecessor in-interest has already been paid; d. There are existing ROW documents to prove NPC/TRANSCO’s legitimate occupation/possession of the property. e. Claim involves a project under Construction or a new Project, hence should be handled by NGCP f. Other grounds provided by law

Within 30 days from submission of complete documenta tion

N/A

4 Landowner receives update on the status of claim

RLMSD informs Landowner through the given address to give him updates on the status of the claim.

Within 15 calendar days from follow-up of landowner

ROW Officer concerned / RLMSD Secretary / Chief ROW Officer/ Principal Engineer A/ Dept. Manager Tel No. 902 1500 local 1690

N/A RLMSD Update


36

Finance Department


Department /Division Concerned: Finance Department

Frontline Service: Pre-Audit Processing of Disbursement Claims of External Claimants and Releasing of Check Payments

Schedule: Monday -Friday (8:00 am to 5:00 pm) Who avails of the service: Suppliers/Contractors/External Claimants What are the requirements: Requirements vary depending on the nature of disbursement claim. Audit requirements for typical government disbursements include the following: 1. Documents to establish validity of claim 2. Legality of transaction and conformity with laws, rules and regulations 3. Approval of expenditure by the President or his authorized representative 4. Certification of availability of funds 5. Other documents depending on the nature of transaction as enumerated in TransCo’s Disbursement Control Manual and as prescribed per COA Circular No. 2012-01 6. Photocopy of valid ID with signature of the Authorized person 7. Authorization Letter printed in the official company logo 8. Official Receipt/Acknowledgement Receipt or Collection Receipt (BIR compliant) Duration: Average within 11 working days (for duly accomplished and signed DVs with complete supporting documents and conforms with the requirements stated above)

38

Department /Division Concerned: Finance Department Frontline Service: Pre-Audit Processing of Disbursement Claims of External Claimants and Releasing

of Check Payments

How to avail of the service:

39

Step




1. Transmit billing/statement of account

to Functional Groups/Departments/

Divisions who availed of the

service/goods or to Finance Department Employee/group/office concerned

validates/reviews the billing/statement

of account, prepares Disbursement

Voucher (DV) and attaches required

supporting documents, then forwards

to General Accounting & Financial

Reporting Division (GAFRD)

In case Finance

Department receives the

billing/statement of

account, the document/s

shall be sent to the

department/division

concerned for validation/

review and preparation

of Disbursement

Voucher (DV)

Employees/

groups/ office concerned

None Client’s

Billing/

Stateme

nt of Account

2. Assign control number to

the DV and inputs DV

info in the system for proper monitoring

Within 30 minutes

Finance Analyst/ Assistant

None Disburse

ment Voucher


40

Step


Activity Person in

Charge Fees Form


3. Verify and examine the DV as to

validity, propriety, reasonableness of

claims including the required

signatories and completeness of

supporting documents

Within 5 days

(DVs based on

contracts require

more time for

verification/ examination)

Financial

Specialist/

Sr.

Financial

Specialist

None

4. Certify funds availability and

encodes in the Budget Utilization Monitoring Record

Within 2 days Sr.

Financial Specialist -

None

5. Index/ encode proper transaction

entries for recording in the books of accounts

Within 1 day Financial Specialist/ Analyst/

Sr.

Financial Specialist

None Prooflist of

transaction

entries to be

attached to the DV

6. Receive the pre-audited DVs and update monitoring record Forward DVs to Financial Planning

and Treasury Division (FPTD) for check payment preparation

Within 1 hour Finance

Analyst/ Assistant

None Pre-audited DVs

7.

Upon receipt of pre-audited DVs by

FPTD, scan and validate signatories

in accordance with the MOA and allocate/earmark fund.

Within 1 hour Finance Assistant

None Pre-audited DVs



How to avail of the service:

41

Step


Activity

Person in Charge

Fees Form


8.

Prepare check, initial on the second copy

and route to appropriate signatories in accordance with the MOA

Within 1 day

Cashier/Sr.

Financial Analyst

None Check and

Pre-audited DVs

9. Review and sign check in accordance with the MOA

Within 1 hour

Sr.

Financial

Specialist

B/ Division

Manager/D

epartment Manager

None Check and

pre-audited DVs

10.

Prepare certificate of creditable withholding taxes (BIR forms 2306 and 2307)

Within 3 hours

Sr.

Financial

Analyst/Sr.

Financial

Specialist A

None Check and

pre-audited DVs

11.

Countersign check in accordance with the MOA

Within 2 hours

Sr.

Financial

Specialist

A/ Division

Manager/D

epartment

Manager/Vi

ce President

None Check and

pre-audited DVs


Step Activity Duration

of Activity

Person in Charge

Fees Form Applicant/Client Service Provided

12. The Claimant or authorized

representative submits the required documents for the release of check

Receive/review the

documents submitted

and verify the validity

of the documents and

signature of the claimant

Within 5

minutes Cashier/Sr.

Financial Analyst

None Photocopy of

Valid IDs, Special

Power of

Attorney, Authorization

13.

The Claimant or authorized

representative issues BIR compliant

Official Receipt/Acknowledgement

Receipt or Collection Receipt and

signs on the DV under the ‘Received Payment’ portion

Verify the signature of

the claimant on the

voucher against the submitted documents

Within 10 minutes

Cashier/Sr.

Financial Analyst

None Official Receipt/

Acknowledgeme

nt Receipt or

Collection

Receipt of the

suppliers / contractors

14.

The Claimant receives the check and signs on the receiving molar file

Receive the Official

Receipt or Collection

Receipt and attach

this to the DV, and

indicate release of the

check in the Corporate

Fund Management System

Within 5 minutes

Cashier/Sr.

Financial Analyst

None

Receiving File


* Duration of activity indicated herein reflects estimated time to be spent if the DV conforms with the requirements as stated above.

42


Department /Division Concerned: Finance Department Frontline Service: Acceptance of Payment / Issuance of Official Receipt (OR)

Schedule for Acceptance of Payment/Issuance of OR/AR: Monday – Friday, 8:00am – 5:00pm Required documents for Acceptance of Payment/Issuance of OR/AR: Payment Order Form Mode of Payment: Cash, Manager’s Check or Corporate Check A. Payment through the TransCo Cashier

Statement of Account and/or Billing Payment Order Form Cash, Manager’s check/Corporate check

B. Payment through the Banks 1. Statement of Account and/or Billing 2. Copy of Deposit slip Duration: 40 Minutes

43



44

Step

ACTIVITY Duration

of

Activity

Person in

Charge/

Location

Fees/

Charges

Form

Applicant/Client Service Provider

A. 1. Fills-up the

Payment Order

Form

Receives/reviews

the documents

submitted

Within 5

minutes

None Payment Order Form

2. Presents the

Payment Order

Form together

with the required

documents to the

Cashier

Issues the Official

Receipt for vatable

payments /

Acknowledgement

receipt for non-

vatable payments

Within 10

minutes

Cashier/Sr.

Financial

Analyst

None Payment Order Form and

Official Receipt/

Acknowledgement Receipt

Form

3. Receives the

Official

Receipt/

Acknowledgem

ent Receipt

Separates the

duplicate copies

of the OR/AR

for COA and

Accounting

Within 5

minutes

Cashier/Sr.

Financial

Analyst

None Payment Order Form

and Official Receipt/

Acknowledgement



Step Payor/Customer

(External) Service Provided



Fees/ Charges

Form

B. 1. The payee/

customer sends

copy of the deposit

slip and statement

of account to

TransCo (through

fax/e-mail or hand

carried)

Verifies the deposit

against the bank snap

shots or passbook

Within 10

minutes

Sr. Financial

Analyst/Sr.

Financial

Specialist B

None

2. The customer/ or

employee in charge

fills up the Payment

Order Form and

presents to the

Cashier

Issues the Official

Receipt for vatable

payments /

Acknowledgement

receipt for non-

vatable payments

Within 5

minutes

None Payment

Order Form

3. Receives the

Official Receipt

Separates the

duplicate copies of the

OR/AR for COA and

Accounting

Within 5

minutes

Cashier/Sr.

Financial

Analyst

None Payment

Order Form

and Official

Receipt/

Acknowledge

ment

45

Compliance Monitoring Department (FIT-ALL FUND

ADMINISTRATION)


Department /Division Concerned: FIT-ALL Fund Administration Frontline Service: Execution of the Renewable Energy Payment Agreement (REPA)

between TransCo and Fit-Eligible Renewable Energy Developer

47

Schedule: 8:00am to 5:00pm, Monday to Friday Who avails of the service: Fit-Eligible/DOE Endorsed/Nominated Renewable Energy Developer What are the requirements: For Signing of REPA 1. Articles of Incorporation and By-Laws 2. Board Resolution/Secretary's Certificate(Authority to sign REPA) 3. DOE Certificate of Registration 4. RE Service/Operating Contract 5. DOE Certificate of Endorsement/Nomination for FIT Eligibility For Effectivity of REPA 1. Signed REPA with Reference Code 2. FIT Certificate of Compliance 3. Metering Service Agreement 4. Connection Agreement 5. Transmission Service Agreement 6. BOI Certificate of Registration 7. BIR Certificate of Registration 8. Market Participation Agreement 9. PEMC Settlement Info. Sheet naming FIT-All Account 10. Renewable Energy Supply Agreement (RESA), as applicable 11. Nomination of the RE's Receiving Bank (Secretary’s Certificate)



48

Step ACTIVITY Duration of

Activity * Person in Charge/

Position Fees/

Charges Form

Applicant/Client FIT-All Fund Administrator (Service Provider) 1. FIT-Eligible RE sends billing/statement of account to FIT-All Fund

Administrator on the 15th of the month covering previous months’ generation

Receive the billing/statement of account a. Attach Disbursement Checklist Form and forward it to the

Department Manager a. Send the document/s to the responsible member of the FIT-All

Team for processing.

Within 5 minutes/per claim Within 5 minutes/per claim

Girlie T. Mangayabas (Secretary) Dinna O. Dizon, Manager, CMD

None FIT SOA & Attachments Disbursement Checklist

2. Check Completeness of FIT SOA and attachments under the FIT-All Guidelines If complete, proceed to step 3

If incomplete, advise concerned RE to complete and/or revise

its submission

Within 10 minutes per claim 5 minutes per claim

Maricel Canlas

FIT SOA & Attachments Disbursement Checklist

3.

Evaluate the computations made in the FIT Statement of Account a) Validate KWh generated based on NGCP Record of meter

reading (MSP Provider) and the WESM Final Invoice. Analyze capacity factor of RE developer.

a) Recompute ACRR and adjustments based on the Settlement

Data from PEMC and Prepare ACRR Computation Sheet a) Evaluate Amount Due to RE Developer Check FIT Revenue of RE Developer, verify the FIT Rate

Applied.

Check computation of FIT Differential

Check Total Amount Due from the FIT-All Fund, verify applicable deductions to claim (Market Fees, Purchases, etc.)

a) Advise RE Developer of the validated claim and accomplish a

Comment Slip, if necessary.

Within 15 minutes per claim within 60 minutes per claim 3 minutes per claim 3 minutes per claim 10 minutes per claim 5 minutes per claim

Maricel Canlas/ Rogelyn Ronquillo Maricel Canlas/ Rogelyn Ronquillo Maricel Canlas/ Rogelyn Ronquillo Maricel Canlas/ Rogelyn Ronquillo Maricel Canlas/ Rogelyn Ronquillo Maricel Canlas/ Rogelyn Ronquillo

Record of Meter Reading, Final WESM Invoice & Adjustments ACRR Computation Sheet FIT SOA and attachments, Evaluation Sheet Evaluation Sheet

4. On the 30th or 31st day of the month, Consolidate the Total RE Developers Claim for the succeeding Payment Date based on actual RE billings on hand.

Within 60 minutes

Jayson O. Ranara/ Rogelyn T. Ronquillo

RE Developers FIT SOA & Consolidated Report of Claim for a Payment Date

5. Consolidate Report of Collections Summarize ACRR Collections

Summarize Collection Agents Remittance Report

Within 30 minutes Within 30 minutes

Jayson O. Ranara/ Rogelyn T. Ronquillo Eunice Bernabe/ Rogelyn T. Ronquillo

PEMC Collection Report/ Bank Report of Remittance Collection Agents Report of kWh Sales & Remittance Report/ Bank Report of Remittance

6. Prepare Fund Allocation For ACRR, disbursement will be as collected

For FIT-All o Apply remittances based on the following (1) age of

receivables,(2) order of priority such as: 1. FD (more than 30 days)

2. AA (more than 30 days)

3. DA more than 30 days)

4. WCA more than 30 days)

5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)

o Prepare FIT-All Allocation of Summary

20 minutes 60 minutes 40 minutes

Jayson O. Ranara/ Rogelyn T. Ronquillo Eunice Bernabe Charina Barsaga Rogelyn T. Ronquillo

PEMC Collection Report/ Bank Report of Remittance Collection Agents Report of kWh Sales, Remittance Report/ Bank Report of Remittance, Aging of Receivables Summary of Deposits/ Remittances FIT-All Allocation Summary

7. Verify Availability of Funds In case fund is sufficient, proceed to Step 8

In case fund is not sufficient, prepare allocation of

disbursements o CRR: pay to RE as collected o FIT Differential – do proportionate sharing based

on peso claim for a Particular Payment date. Apply First in First out (FIFO) Method in case more than one Payment Date is outstanding.

30 minutes


WeAccess Report of Fund Balance

8 Prepare Summary of Disbursements & Secure confirmation of Funds Availability with LBP

20 minutes Jayson O. Ranara/ Rogelyn T. Ronquillo

WeAccess Report of Fund Balance Summary of Disbursements

9.

Accomplish Disbursement Voucher a) Prepare Disbursement Voucher, assign DV number and

encode the DV information in the FIT Monitoring System (FAMS)

o Sign Box A1 of DV

a) Journalize/index Disbursement Voucher in the FIT Monitoring

System a) Print Coding Sheet

o Sign Box B1 & B2 of DV

Examine/ Review of Disbursement Voucher Sign ‘Examined by’ portion of DV Sign ‘Reviewed by’ portion of DV

Approve Disbursement Voucher Sign Box C of DV

10minutes/ payee (RE) 5 minutes/ payee (RE) 5 minutes/ payee (RE) 5 minutes/ payee (RE) 5 minutes/ payee (RE) 5 minutes/ payee (RE) 5 minutes/ payee (RE) 5 minutes/ payee (RE)

Charina V. Barsaga Dinna O. Dizon Charina V. Barsaga/Eunice Bernabe Charina V. Barsaga/Eunice Bernabe Christopher Serrano Rogelyn T. Ronquillo Myrna M. Tulod Generoso M. Senal

Disbursement Voucher with Supporting Documents, Summary of Disbursements Disbursement Voucher with Supporting Documents, Summary of Disbursements Disbursement Voucher with Supporting Documents, Summary of Disbursements Disbursement Voucher with Supporting Documents, Summary of Disbursements

10. Prepare Payment Instruction for Trustee Bank a) Prepare and journalize Payment Instruction

a) Approve Payment Instruction

a) Certify funds availability a) Pre-Audit Payment Instruction (Payee Name, bank details,

amounts, and fund sourcing) and

a) Counter sign Payment Instruction

10 minutes/ payee (RE) 5 minutes/ payee (RE) 10 minutes/ payee (RE) 10 minutes/ payee (RE) 5 minutes/ payee (RE)

Charina V. Barsaga/Eunice Bernabe Dinna O. Dizon Christopher O. Serrano/Charina Barsaga/Eunice Bernabe Myrna M. Tulod/ Rogelyn T. Ronquillo Generoso M. Senal

Payment Instruction together with the Disbursement voucher together with supporting documents

11. Transmit Payment Instruction to the Trustee Bank a) Make a formal transmittal of the Payment Instructions to the

Trustee Bank for LBP to effect payment to the RE developer’s respective accounts

Charina V. Barsaga/Eunice Bernabe

Payment Instruction/ Transmittal

12. Prepare formal advice to RE Developers of the amount of remittance/s made as well as the corresponding bank fees and request RE developers to issue Official Receipt.

Charina V. Barsaga/Eunice Bernabe/ Rogelyn T. Ronquillo/ Christopher O. Serrano/Dinna O. Dizon/ Generoso M. Senal

Remittance Advice



Position Fees/

Charges Form

Applicant/Client FIT-All Fund Administrator (Service Provider)

1.

RE Developer fills out the checklist of requirements for signing of REPA (FM-T-FA-04 Rev.0) which can be downloaded from the TransCo website and submits the required documents together with the duly signed copy of the checklist

Receive the duly signed checklist including all necessary documents submitted by RE developer and transmit to the Department Manager.

Within 10 minutes

Secretary None FM-T-FA-04 Rev.0

Browse over the submission by RE developers and assign to Corporate Staff Specialist A for appropriate action.

Within 10 minutes

Department Manager, CMD

None

Evaluate the submission in accordance with the Checklist and coordinate with RE Developer as needed.

Within 3 days

Corporate Staff Specialist A and Executive Assistant OVP CCMG

None Checklist Form FM-T-FA-13 Rev 0

If documents submitted are complete, prepare four (4) original copies of REPA, assign control number and stamp date of release of REPA.

Within 30 minutes

Corporate Staff Specialist A and Executive Assistant, OVP CCMG

REPA Pro-Porma

Initial the internal REPA Monitoring Sheet and approve for release and signature by RE developer

Within 30 minutes


Checklist Form FM-T-FA-13 Rev 0

Advise RE developer, via email or call, to pick up the copies of REPA and to have them signed by the authorized signatories and notarize at RE’s end.

Within 10 minutes

Corporate Staff Specialist A and Executive Assistant- OVP CCMG

None



49



Position Fees/

Charges Form











its submission


Maricel Canlas


3.





Applied.









Within 60 minutes














5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)









30 minutes






9.



o Sign Box A1 of DV























Remittance Advice

Step

ACTIVITY Duration of Activity *

Person in Charge/ Position

Fees/ Charges

Form


2. RE Developer returns the signed and notarized REPA to TransCo.

Receive the signed and notarized REPA and transmit to the Dept. Manager.

Within 10 minutes

Secretary None

Browse over the submission by RE developers and assign to Corporate Staff Specialist A for appropriate action.

Within 30 minutes


None

Check and review the signatures and notarial page of the REPA upon the return of the copies thereof from the RE developer. Affix initials and signatures on the part of TransCo.

Within 20 minutes Within 7 working days

Corporate Staff Specialist A VP-CCMG Dept. Manager-

CMD Corporate Staff

Specialist A Executive

Assistant VP-CSG VP-LRMSG Dept. Manager-

Legal Counseling Dept

None



50



Position Fees/

Charges Form











its submission


Maricel Canlas


3.





Applied.









Within 60 minutes














5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)









30 minutes






9.



o Sign Box A1 of DV























Remittance Advice

Step



Fees/ Charges

Form


Cont’d 2.

Send the copies of REPA, once duly signed, to Legal Department for notarization. Notarize the REPA

Within 10 minutes Within 1 day

Secretary Corporate

Attorney

None

Advise RE developer to pick-up the duly signed and notarized REPA or send via courier for those RE developers located outside Metro Manila area.

Within 20 minutes

Secretary None

3. For the Effectivity of REPA, the RE developer fills out the checklist of the requirements for effectivity of REPA (FM-T-FA-05 Rev.0) and submits the required documents together with the duly signed copy of the checklist.

Receive the duly signed checklist including all necessary documents submitted by RE developer and transmit to the Department Manager.

Within 10 minutes

Secretary

None FM-T-FA-05 Rev.0



51



Position Fees/

Charges Form











its submission


Maricel Canlas


3.





Applied.









Within 60 minutes














5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)









30 minutes






9.



o Sign Box A1 of DV























Remittance Advice

Step



Fees/ Charges

Form


Cont’d

3. Check the documents submitted by RE developers and assign to Corporate Staff Specialist A for appropriate action.

Within 30 minutes


Evaluate the pertinent documents submitted vis-à-vis the Checklist and coordinate with RE Developer as may be needed.

Within 2 days Corporate Staff Specialist A and Executive Assistant-OVP CCMG

None Checklist Form FM-T-FA-13 Rev 0

Upon validation of complete submission, prepare letter to RE Developer confirming complete submission of documents and effectivity of REPA. Inform PEMC as well for the remittance of the ACRR

Within the day VP-CCMG Department

Head-CMD Corporate Staff

Specialist A Executive

Assistant-OVP CCMG

Department /Division Concerned: FIT-ALL Fund Administration Frontline Service: Processing of Eligible RE Developer’s FIT Revenue Claim

52



Position Fees/

Charges Form











its submission


Maricel Canlas


3.





Applied.









Within 60 minutes














5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)









30 minutes






9.



o Sign Box A1 of DV























Remittance Advice

Step



Fees/ Charges

Form


1. FIT-Eligible RE sends billing/statement of account to FIT-All Fund Administrator on the 15th of the month covering previous month’s generation

Receive the billing/statement of account a. Attach Disbursement Checklist Form

and forward to the Department Manager.

b. Send the document/s to the responsible member of the FIT-All Team for processing.


Secretary Manager, CMD


2. Check Completeness of FIT SOA and attachments under the FIT-All Guidelines a. If complete, proceed to step 3

b. If incomplete, advise concerned RE to

complete and/or revise its submission


Records Officer


53



Position Fees/

Charges Form











its submission


Maricel Canlas


3.





Applied.









Within 60 minutes














5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)









30 minutes






9.



o Sign Box A1 of DV























Remittance Advice

Step ACTIVITY Duration of Activity

* Person in Charge/

Position Fees/

Charges Form

Applicant/Client

FIT-All Fund Administrator (Service Provider)

3.

Evaluate the computations made in the FIT Statement of Account a) Validate KWh generated based on NGCP

Record of meter reading (MSP Provider) and the WESM Final Invoice. Analyze capacity factor of RE developer.

b) Recompute ACRR and adjustments based on the Settlement Data from PEMC and Prepare ACRR Computation Sheet

c) Evaluate Amount Due to RE Developer

• Check FIT Revenue of RE Developer, verify the FIT Rate Applied.

• Check computation of FIT Differential

• Check Total Amount Due from the FIT-All

Fund, verify applicable deductions to claim (Market Fees, Purchases, etc.)

d) Advise RE Developer of the validated claim and

accomplish a Comment Slip, if necessary.


Records Officer/ Corporate Staff Specialist Records Officer/ Corporate Staff Specialist Records Officer/ Corporate Staff Specialist Records Officer/ Corporate Staff Specialist Records Officer/ Corporate Staff Specialist Records Officer/ Corporate Staff Specialist



Within 60 minutes

Corporate Staff Specialist B/ Corporate Staff Specialist C



54



Position Fees/

Charges Form











its submission


Maricel Canlas


3.





Applied.









Within 60 minutes














5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)









30 minutes






9.



o Sign Box A1 of DV























Remittance Advice

Step ACTIVITY Duration

of Activity *


Fees/ Charge

s

Form Applicant/Cli

ent FIT-All Fund Administrator (Service Provider)

5. Consolidate Report of Collections a) Summarize ACRR Collections

b) Summarize Collection Agents Remittance Report


Corporate Staff Specialist B/ Corporate Staff Specialist C Corporate Staff Specialist B/ Corporate Staff Specialist C


6. Prepare Fund Allocation a) For ACRR, disbursement will be as collected.

b) For FIT-All

o Apply remittances based on the following (1) age of receivables,(2) order of priority such as:

1. FD (more than 30 days)




5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)

c) Prepare FIT-All Allocation of Summary


Corporate Staff Specialist B/ Corporate Staff Specialist C Corporate Staff Specialist B/ Corporate Staff Specialist C



55



Position Fees/

Charges Form











its submission


Maricel Canlas


3.





Applied.









Within 60 minutes














5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)









30 minutes






9.



o Sign Box A1 of DV























Remittance Advice

Step ACTIVITY Duration

of Activity *


Fees/ Charge

s

Form Applicant/Cli


7. Verify Availability of Funds a) In case fund is sufficient, proceed to Step 8

b) In case fund is not sufficient, prepare allocation

of disbursements o CRR: pay to RE as collected o FIT Differential: do proportionate

sharing based on peso claim for a Particular Payment date. Apply First in First out (FIFO) Method in case more than one Payment Date is outstanding.

o Interest Penalty: given priority over other payables

30 minutes




20 minutes




56



Position Fees/

Charges Form











its submission


Maricel Canlas


3.





Applied.









Within 60 minutes














5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)









30 minutes






9.



o Sign Box A1 of DV























Remittance Advice



Position Fees/

Charges Form

Applicant/Client

FIT-All Fund Administrator (Service Provider)

9.

Accomplish Disbursement Voucher a) Prepare Disbursement Voucher, assign

DV number and encode the DV information in the FIT Monitoring System (FAMS)

o Sign Box A1 of DV

b) Journalize/index Disbursement Voucher

in the FIT Monitoring System

c) Print Coding Sheet

o Sign Box B1 & B2 of DV d) Examine/ Review of Disbursement

Voucher o Sign ‘Examined by’ portion of DV o Sign ‘Reviewed by’ portion of DV

e) Approve Disbursement Voucher o Sign Box C of DV


Corporate Staff Specialist B/ Manager, CMD Corporate Staff Specialist B Corporate Staff Specialist B Corporate Staff Specialist A Corporate Staff Specialist C Corporate Staff Specialist A VP, CCMG



57



Position Fees/

Charges Form











its submission


Maricel Canlas


3.





Applied.









Within 60 minutes














5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)









30 minutes






9.



o Sign Box A1 of DV























Remittance Advice


Activity * Person in Charge/ Position

Fees/ Charge

s

Form Applicant/Cli



b) Approve Payment Instruction

c) Certify funds availability

d) Pre-Audit Payment Instruction (Payee Name, bank details, amounts, and fund sourcing) and

e) Counter sign Payment Instruction


Corporate Staff Specialist B Manager, CMD Corporate Staff Specialist A/ Corporate Staff Specialist B Corporate Staff Specialist A/Corporate Staff Specialist C VP, CCMG


11. Transmit Payment Instruction to the Trustee Bank Make a formal transmittal of the Payment Instructions to the Trustee Bank for LBP to effect payment to the RE developer’s respective accounts

Corporate Staff Specialist B



58



Position Fees/

Charges Form











its submission


Maricel Canlas


3.





Applied.









Within 60 minutes














5. FD (current)

6. AA (current)

7. DA (current)

8. WCA (current)









30 minutes






9.



o Sign Box A1 of DV























Remittance Advice


Activity * Person in Charge/ Position

Fees/ Charges

Form Applicant/Cli



Corporate Staff Specialist B, Corporate Staff Specialist C , Corporate Staff Specialist A, Manager-CMD, VP-CCMG

Remittance Advice
