Documentary Requirements for

Common Government Transactions

SALARY
*FIRST SALARY ( 2 copies of:)

❑ Disbursement Voucher (DV)

❑ Obligation Request and Status (ORS)

❑ Remittance List

❑ Certified true copy (CTC) of duly approved Appointment

❑ Approved Daily Time Record (DTR) - Original

❑ Log Sheets (Pls Highlight the name) - Photocopy

❑ Notice of Assignment - Photocopy

❑ Certified true copy (CTC) of Oath of Office

❑ Certification of Assumption to Duty - Photocopy

❑ Statement of Assets, Liabilities and Net Worth (SALN)

❑ BIR Form (1902/1905) - Photocopy

❑ DBP Deposit Slip – opening of account (Photocopy)

❑ 2024 NOSA - if Basic Salary reflected on Appointment is based on Salary Schedule 2023

❑ Others (DepEd Order No. 037 s. 2022 & Rainfall advisories if Suspension of Classes and Work)

❑ If on Travel/Training/Orientation/Workshop – Photocopy of Certificate of Appearance, Locator

Slip (Within Ormoc), Travel Order for (outside Ormoc) and Memo

❑ If on Leave (Permanent & Provi) – Photocopy of Leave Form (Form 6)

NOTE: If Substitute Teacher ( You Can Process it every 15th or by Month but the Attachments
submitted is the same as stated above)
 2nd SALARY for Division Paid not yet Payroll (2 copies of)

❑ Disbursement Voucher

❑ Obligation Request and Status

❑ Remittance List

❑ Certified true copy (CTC) of duly approved Appointment

❑ Approved Daily Time Record (DTR) - Original

❑ Log Sheets (Pls Highlight the name)

❑ Certification of Assumption to Duty - Photocopy

❑ Others (if Suspension of Classes and Work and Holidays Pls Attached Memo)

❑ If on Travel/Training/Orientation/Workshop – Photocopy of Certificate of Appearance, Locator

Slip (Within Ormoc), Travel Order for (outside Ormoc) and Memo

❑ If on Leave For Division Paid (Permanent & Provi) – Photocopy of Leave Form (Form 6)

*Additional requirements for TRANSFEREE (from one government office to another)

❑ Clearance from money, property and legal accountabilities from the previous office

❑ Certification by the Chief Accountant of last salary received from previous office

❑ BIR Form 2316 (Certificate of Compensation Payment/Tax Withheld)

❑ Certificate of available leave credits

❑ Service Record

❑ Approved/paid - Home Development Mutual Fund (HDMF) and

PhilHealth Forms
*if deleted from the payroll

❑ Approved DTR and Log Sheets

❑ Notice of Assumption or Special Order for reinstatement of duty (if on Leave)

❑ Approved Application for Leave (Form 6), and Medical Certificate (if on sick leave)

❑ Division and School Clearances

❑ Certification c/o Payroll Unit (indicates the Date of unpaid salary)

❑ Photocopy of Latest Payslip

❑ Service Record

*Last salary

❑ Clearance: division, school

❑ Approved DTR AND Logsheets

❑ Service Records (updated)

❑ Photocopy of Latest Payslip

❑ HR and Payroll Certification

● Certificate of Last day of Service (HR)

● Certification of Available Leave Credits (HR)

● Certification from Payroll for unpaid period of Salary

*SALARY DUE TO HEIRS OF DECEASED EMPLOYEE

⮚ Same requirements as those for last salary

⮚ Additional requirements:
 ❑ death certificate authenticated by PSA

❑ marriage contract authenticated by PSA, if applicable

❑ birth certificate of surviving legal heirs authenticated by PSA

❑ designation of next-of-kin

❑ waiver of right of children 18 years old and above

❑ Affidavit of two disinterested parties that the deceased is survived by legitimate and
illegitimate children (if any), natural, adopted or children of prior marriage

SALARY DIFFERENTIAL
*DUE TO PROMOTION and RECLASSIFICATION (separate the payroll for Reclass and Promotion)

❑ DV & ORS - 2 copies (C/O ADAS)

❑ Payroll (if more than 1 employee) - 2 copies (C/O ADAS)

❑ Salary Differential Computation - 2 copies (C/O ADAS)

❑ Certified true copy of approved latest appointment - 1 copy (Teacher)

❑ Notice of Salary Adjustment (for CY 2023 and Prior Years)-1 copy (C/O ADAS)

❑ Certificate of Assumption to duty - 1 copy (Teacher)

 ❑ Pay slips (from date of effectivity up to present Oct. 2024 for Prior Years) (Teacher)

while Jan. 2024 to October 2024 Pay slips if Effectivity Date is this Year FY 2024 - 1 copy

*DUE TO STEP INCREMENT

❑ DV & ORS - 2 copies

❑ Payroll (if more than 1 employee) - 2 copies

❑ Salary Differential Computation - 2 copies

❑ Notice of Step Increment photocopy - 1 copy

❑ Notice of Salary Adjustment (for Prior Years) - 1 copy

❑ Pay slips (from date of effectivity up to present Oct. 2024 for Prior Years) (Teacher)

while Jan. 2024 to October 2024 Pay slips if Effectivity Date is this Year FY 2024 - 1 copy

❑ updated SERVICE RECORD (reflected the step) (Teacher)

for Prior Years: CY 2023, 2022 ….

Additional Attachment:

 Notarized Explanation Letter

 Request Letter for Payment

MATERNITY LEAVE BENEFITS

❑ DV & ORS

❑ Maternity Leave Benefits Computation

❑ Special Order for maternity leave

❑ Photocopy of Division Clearance

 ❑ Special Order for reinstatement of duty

❑ Photocopy of Medical certificate (Fit to work)

❑ Photocopy of Birth certificate of the child

❑ Photocopy Approved Form 6

❑ Photocopy of pay slip (leave period)

for Prior Years: CY 2023, 2022 ….

Additional Attachment:

 Notarized Explanation Letter

 Request Letter for Payment

CLOTHING ALLOWANCE
GENERAL GUIDELINES

Government personnel who are expected to render at least six (6) consecutive months of service in a
particular year including leaves of absence with pay shall be entitled to clothing allowance.

Section 50 of the General Provisions of Republic Act (R.A.) No. 10964 or the Fiscal Year (FY) 2018 General
Appropriations Act (GAA) provides that an amount not exceeding Six Thousand Pesos (P6,000) per
annum is authorized for the payment of U/CA of each qualified government employee, subject to the
guidelines, rules and regulations issued by the Department of Budget and Management (DBM).
 ❑ DV & ORS

❑ Payroll (if more than 1 employee)

❑ Certified true copy of approved appointment (new employees)

❑ Certificate of assumption to duty (new employees)

❑ Certificate of non-payment from previous agency (for transferees)

YEAR-END BONUS (YEB) & CASH GIFT (CG)

The Year-End Bonus equivalent to one (1) month basic pay as of October 31 and Cash Gift of P5,000 shall
be given to entitled government personnel not earlier than November 15 of the current year, subject to
the following conditions:

✔ Personnel has rendered at least a total or an aggregate of four (4) months of service from
January 1 to October 31 of the current year;

✔ Personnel remain in the government service as of October 31 of the same year.

 ✔ Those who have rendered at least a total or an aggregate of four (4) months of service from
January 1 of the current year but who have retired or separated from government service before
October 31 of the same year shall be granted within the month of retirement or separation, a
prorated share of the: a) Year-End Bonus based on the monthly basic pay immediately preceding
the date of retirement or separation; and b) Cash Gift of P5,000, as follows:

✔ Those who have rendered a total or an aggregate of less than four (4) months of service from
January 1 to October 31 of the current year and are still in government service as of October 31 of
the same year, shall be entitled solely to a pro-rated Cash Gift pursuant to Section 2 of RA No. 8441,
as follows:

*FOR NEWLY HIRED EMPLOYEE AND PROVISIONARY (2 copies)

❑ DV & ORS

❑ Payroll (if more than 1 employee)

❑ Certified true copy of Appointment

❑ Certificate of Assumption to Duty

❑ October DTR
 ❑ SERVICE RECORD

*FOR PERMANENT EMPLOYEE - DELETED ON PAYROLL (2 copies)

❑ DV & ORS

❑ Payroll (if more than 1 employee)

❑ SERVICE RECORD

❑ DIVISION CLEARANCE, FORM 6 AND SPECIAL ORDER (ON LEAVE AND REINSTATEMENT)

❑ October DTR

❑ LATEST PAYSLIP

❑ CERTIFICATION FROM PAYROLL UNIT FOR UNPAID YEB & CG

MID-YEAR BONUS
The Mid-Year Bonus equivalent to one (1) month basic pay as of May 15 shall be given to entitled
personnel not earlier than May 15 of the current year, subject to the following conditions:

✔ Personnel has rendered at least a total or an aggregate of four (4) months of service from July 1
of the immediately preceding year to May 15 of the current year;

✔ Personnel remains to be in the government service as of May 15 of the current year; and
 ✔ Personnel has obtained at least a satisfactory performance rating in the immediately preceding
rating period, or the applicable performance appraisal period.

✔ Those who have rendered a total or an aggregate of less than four (4) months of service from
July 1 of the preceding year to May 15 of the current year, and those who are no longer in the
service as of the latter date, shall not be entitled to the Mid-Year Bonus.

*FOR NEWLY HIRED EMPLOYEE (2 copies)

❑ DV & ORS

❑ Payroll (if more than 1 employee)

❑ Certified true copy of Notice of Appointment

❑ Certificate of Assumption to Duty

❑ April DTR

❑ Service Record

❑ Certification from School Head the he/she has rendered of mos. Of service and the performance
is at least satisfactory rating

*FOR PERMANENT EMPLOYEE - DELETED ON PAYROLL (2 copies) - MYB

❑ DV & ORS

❑ Payroll (if more than 1 employee)

❑ SERVICE RECORD

❑ DIVISION CLEARANCE, FORM 6 AND SPECIAL ORDER (ON LEAVE AND REINSTATEMENT)

❑ April DTR

❑ Photocopy of LATEST PAYSLIP

 ❑ CERTIFICATION FROM PAYROLL UNIT FOR UNPAID MYB

❑ Certification from School Head the he/she has rendered of mos. Of service and the performance
is at least satisfactory rating

LOYALTY PAY
∙ 10th year – P 10,000.00
∙ 15th year – P 5,000.00
∙ 20th year – P 5,000.00
∙ 25th year – P 5,000.00
∙ 30th year – P 5,000.00
∙ 35th year – P 5,000.00
∙ 40th year – P 5,000.00

2 copies:
❑ DV & ORS

❑ Payroll (if more than 1 employee)

❑ Service Records
 ❑ Certification from the HRO that the claimant has not incurred more than 50 days authorized
vacation leave without pay within the 10-year period or aggregate of more than 25 days
authorized vacation leave without pay within the 5-year period, as the case may be

❑ Certification of non-payment from previous office (for transferee)

for Prior Years: CY 2023, 2022 ….

Additional Attachment:

 Notarized Explanation Letter

 Request Letter for Payment

PRODUCTIVITY ENHANCEMENT INCENTIVE

The Productivity Enhancement Incentive of P5,000 shall be given to personnel not earlier than December
15 of the current year, subject to the following conditions:

• The employees are still in the service as of November 30 of the current year;

• The employees have rendered at least a total or an aggregate of four (4) months of at least
satisfactory service as of November 30 of the current year, including leaves of absence with pay.

• Those who have rendered less than the total or aggregate of four (4) months of service but still
in the service as of November 30 of the current year shall be entitled to pro-rated PEI, as follows:

Length of Service Percentage of the PEI

3 months to less than 4 months 50%

2 months to less than 3 months 40%
 1 month to less than 2 months 30%

Less than 1 month 20%

*FOR NEWLY HIRED EMPLOYEE (2 copies)

❑ DV & ORS

❑ Payroll (if more than 1 employee)

❑ Certified true copy of Appointment

❑ Certificate of Assumption to Duty

❑ Certification from legal office that the employee has no admin charge

❑ Certification from school head that he/she has rendered the number months of service and the
performance is at least satisfactory

*FOR PERMANENT EMPLOYEE - DELETED ON PAYROLL (2 copies)

❑ DV & ORS

❑ Payroll (if more than 1 employee)

❑ SERVICE RECORD

❑ DIVISION CLEARANCE, FORM 6 AND SPECIAL ORDER (ON LEAVE AND REINSTATEMENT)

❑ LATEST PAYSLIP

❑ CERTIFICATION FROM PAYROLL UNIT FOR UNPAID YEB & CG

❑ Certification from legal office that the employee has no admin charge

❑ Certification from school head that he/she has rendered the number months of service and the
performance is at least satisfactory
CASH ALLOWANCE
❑ Appointment (ALL Qualified Teachers with Teaching Load -newlyhired & Old Teachers)

❑ If on Leave that fall on July 29, 2024 to April 15, 2025 pls attached:

-Approved Form 6 and Division Clearance

❑ Certificate of Assumption to Duty (new teachers not yet payroll )

❑ Class Program for Teachers In Charge (TIC) with Teaching Load

❑ Certification issued by the School Head that shows the Actual Dates of the Teachers with

teaching loads started to render service in a particular school year the Teachers did not fall
on:

● 3.3.1. Those with no teaching load and performing non-teaching functions, duties and

responsibilities within the current school year

● 3.3.2. Those who are on Absence Without Pay (AWOL), Indefinite sick leave of

absence, maternity leave or study leave within the current school year.

● 3.3.3. Those who are found guilty of any offense in connection with their work and

meted the penalty in the previous school year and

● 3.3.4. Those who are no longer in service as of the official start of the current school

year.

WORLD TEACHERS’ DAY INCENTIVE BENEFIT

❑ DV & ORS
 ❑ Payroll (if more than 1 employee)

❑ Certified true copy (CTC) of duly approved Appointment

❑ Certification of Assumption to Duty – Photocopy

TRAVEL EXPENSES REIMBURSEMENT

❑ Authority to Travel (T.O)

❑ Signed Memo/Letter/Order/Invitation

❑ Written justification. If the official travel of teaching personnel is to be undertaken during

school days, the written justification shall also explain: a. Why the travel has to be undertaken
during school days; b. What the expected benefit are from the travel; and How the expected
benefits can compensate for the loss in instructional or supervisory time.

❑ Itinerary of Travel (Appendix A)

❑ Certificate of Travel Completed (Appendix B)

❑ POST TRAVEL REPORT

❑ Certificate of Appearance

❑ Hotel bill or Invoice/Receipt (if claiming for actual accommodation expenses)

❑ Transportation ticket (Plane, Van, Bus, Taxi/Grab and Ferries/boat)

❑ Boarding Pass (plane)

❑ Official receipt of Registration Fee

❑ RER/CENRR (for Transportation cannot provide OR/Ticket)

❑ Other matters pls refer to EO 77, DepEd Order No. 43 s. 2022 & DepEd Order No. 46 s. 2022
PROPORTIONAL VACATION PAY (PVP)
*FOR DIVISION PAID & PROVISIONAL EMPLOYEE (2 copies)

❑ DV & ORS

❑ Certified true copy (CTC) of duly approved Appointment

❑ Approved Daily Time Record (DTR) - Original

❑ Certification of Assumption to Duty – Photocopy

❑ PVP Deped memo no. 26 s. 2024

❑ PVP Computation

❑ Approved PVP Report (signed by SDS)

*FOR END OF SERVICE (RETIRED OR RESIGNED) (2 copies)

❑ DV & ORS

❑ Approved PVP report (signed by SDS)

❑ PVP Deped memo no. 26 s. 2024

❑ PVP Computation

❑ Approved Division Clearance

❑ Clearance from Money Accountability or Overpayment of Salary

❑ Latest Payslip (Photocopy)

 ❑ Service Record

*FOR DELETED ON PAYROLL (2 copies)

❑ DV & ORS

❑ Approved PVP report (signed by SDS)

❑ PVP Computation

❑ PVP Deped memo no. 26 s. 2024

❑ Approved DTR

❑ Notice of Assumption or Special Order for reinstatement of duty

❑ Approved Application for Leave (Form 6), and Medical Certificate (if on sick leave)

❑ Clearances (Division and School)

❑ HR Certification c/o Payroll Unit (indicates the Date of unpaid PVP salary)

❑ Latest Payslip

❑ Service Record

for Prior Years: CY 2023, 2022 ….

Additional Attachment:

 Notarized Explanation Letter

 Request Letter for Payment

SERVICE RECOGNITION INCENTIVE (SRI)

*FOR DIVISION PAID & PROVISIONAL EMPLOYEE (2 copies)
 ❑ DV & ORS

❑ Payroll (if more than 1 employee)

❑ Certified true copy (CTC) of duly approved Appointment

❑ Certification of Assumption to Duty – Photocopy

NATIONAL LEARNING CAMP (NLC) 2024

Meal expenses
❑ DV & ORS (2 copies)

❑ Payroll (2 copies)

❑ DTR (2 original copies)

❑ log sheets (for NLC log sheets only) - noted by School Head (1 photocopy)
 ❑ CENRR (Php 250 per day) Breakdown Below: (1 original copy)

*Lunch - 150.00
*AM Snacks - 50.00
*PM Snacks - 50.00
● Volunteer Engagement Agreement ( 1 photocopy/Teacher) - for DepEd Volunteer
● Job Order Contract ( 1 photocopy/Volunteer) - for Non-DepEd Volunteer

NOTE: 1. for NON-DEPED Volunteer - pls separate their payroll from Permanent Teacher