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Issuance and Utilization

This document defines issuance and utilization of supplies and defines key terms. It outlines responsibilities in property and supply utilization including preparation of issuance documents, accounting of issuances, and reconciliation of property and accounting records. Various forms are described that are used for issuance, transfers, accounting, and reconciliation such as the Requisition and Issue Slip, Inventory Custodian Slip, and Report of Supplies and Materials Issued.

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Milet Stefany Porte
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268 views22 pages

Issuance and Utilization

This document defines issuance and utilization of supplies and defines key terms. It outlines responsibilities in property and supply utilization including preparation of issuance documents, accounting of issuances, and reconciliation of property and accounting records. Various forms are described that are used for issuance, transfers, accounting, and reconciliation such as the Requisition and Issue Slip, Inventory Custodian Slip, and Report of Supplies and Materials Issued.

Uploaded by

Milet Stefany Porte
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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ISSUANCE

AND
UTILIZATION
Milet Stefany N Porte Civ HR
Supply Accountable Officer II
SAO, SOLCOM, AFP
01
DEFINITION
OF TERMS
UTILIZATION ISSUANCE
the process of promoting greater services
and economy in the use of supplies, the act of transferring the
materials and equipment of the custodianship of a property from
government through efficient and honest one person to another.
procurement, systematic and coordinated
transfer of control and recording; proper
care, maintenance and repair and
appropriate and timely disposal.
02
RESPONSIBILITIES AND
ACTIVITIES IN
PROPERTY AND SUPPLY
UTILIZATION
RESPONSIBILITIES AND ACTIVITIES IN
PROPERTY AND SUPPLY UTILIZATION
• Preparation of Issuance Documents;
• Issuance and Acknowledgement of Items;
• Accounting of Issuances;
• Preparation of Monthly Reports;
• Reconciliation of Property and Accounting Records
PREPARATION OF ISSUANCE DOCUMENTS
Requisitioning Unit/Office Requesting personnel signs
"Received by" portion.

Requesting personnel prepares Supply Accountable Office in stock


Requisitioning Unit/Office
the RIS in triplicate and then
Supply Accountable Office
signs the "Requested by"
portion for determining the Staff reviews the RIS and
Supply Accountable Officer
availability of supplies and checks the availability of
other inventory items. signs "Issued by" portion.
inventory items on the stock
cards.

Requisitioning Unit/Office

prepares the Purchase Request


The authorized officer reviews not carried in/out of stock. (PR).
the RIS and signs "Approved
by" portion.
REQUISITION AND ISSUE SLIP (RIS)
The RIS shall be used by the Requisitioning
Division/Office to request supplies/goods/
equipment/property carried in stock and by the Supply
and/or Property Division/Unit to issue the items requested.

This form shall be prepared in three copies and distributed


as follows:

Original – Accounting Division/Unit (to be attached to the


RSMI)
Copy 2 – Requisitioning Division/Office’s file
Copy 3 – Supply and/or Property Division/Unit’s file
ISSUANCE AND ACKNOWLEDGEMENT OF
ITEMS
Semi- Inventory Custodian
expendable Slip (ICS)

Property shall be equipment


issued only upon
presentation of duly
approved RIS/PR/PO.

Property
Property, Plant, Acknowledgement
and Equipment Receipt (PAR)
SEMI-EXPENDABLE PROPERTY
Tangible items below the capitalization threshold
of *P15,000 shall be accounted for as semi-expendable
property. The following policies apply as
follows:

a. Semi-expendable properties that were recognized as PPE


shall be reclassified to the
affected accounts.
b. These tangible items shall be recognized as expenses upon
issue to the end-user.

Accountability shall be extinguished upon return of the item


to the
Property and Supply Division/Unit or in case of loss, upon
approval of the relief from property
accountability.
PROPERTY, PLANT AND EQUIPMENT (PPE)
Tangible assets that are:

1. purchased, constructed, developed or otherwise acquired;


2. held for use in the production or supply of goods or services
or to produce
program outputs;
3. for rental to others;
4. for administrative purposes;
5. expected to be used during more than one reporting period;
6. not intended for resale in the ordinary course of operation
7. the asset is used to achieve government objectives; and
8. it meets the capitalization threshold of P15,000.
INVENTORY CUSTODIAN SLIP (ICS)
The ICS is a form used by the Supply and/or Property
Custodian to issue semi-expendable properties to end-user
to establish accountability over them.

The ICS shall be prepared in two (2) copies and distributed


as follows:

Original – Supply and/or Property Division/Unit


Copy 2 - Recipient or end-user of the inventory
PROPERTY ACKNOWLEDGMENT RECEIPT (PAR)
The PAR shall be used in the Supply and/or Property
Division/Unit to record the issue of PPE to end-users. It
shall be maintained by fund cluster. It shall be renewed
every three years or every time there is a change in
custodianship/user of the property.

The PAR shall be prepared in two copies and distributed as


follows:

Original – Supply and/or Property Division/Unit for file


Copy 2 – Recipient or user of the property
TRANSFER FROM ONE ACCOUNTABLE OFFICER
TO ANOTHER

A new Property
the old Property Acknowledgement Receipt
Acknowledgement (PAR) is prepared and
Receipt (PAR) is returned issued to the person to
to the former holder of the whom the property is
equipment. reissued.
PROPERTY TRANSFER REPORT (PTR)
This form shall be used when there are transfers of property
from one Accountable Officer/Agency/Fund Cluster to
another Accountable Officer/Agency/Fund Cluster.

It shall be prepared in four (4) copies and distributed as


follows:

Original – Chief Accountant or Head of Accounting


Division/Unit
Copy 2 – Recipient or user of the property
Copy 3 – Transferring agency/entity or user/officer
Copy 4 – Supply and/or Property Unit file
ACCOUNTING OF ISSUANCES

The issuance of supplies/materials/equipment shall be


properly accounted for. The accounting for the receipt,
issuance of supplies and materials is performed by the
accountant. The accounting functions includes the
maintenance of the supplies, equipment and property ledger
cards aside from the keeping of the general and special
books of accounts of the Agency.
PREPARATION OF MONTHLY REPORTS

The supply/property officer or his representative


prepares the Report of Supplies and Materials
Issued, which serve as a monthly abstract of
supplies and materials issued as evidenced by the
RIS.
REPORT OF SUPPLIES AND MATERIALS ISSUED (RSMI)
The RSMI is a form prepared by the Supply and/or
Property Division/Unit to report/summarize all issues of
inventories (by stock number). At the end of the month, all
RSMIs shall be consolidated by the Accounting
Division/Unit for the preparation of the JEV.

The RSMI shall be prepared in two copies to be distributed


as follows:

Original – Accounting Division/Unit to support the JEV


drawn to record issues of stocks
Copy 2 – Supply and/or Property Custodian's file
RECONCILATION OF PROPERTY AND
ACCOUNTING RECORDS

The accounting of issuance is not complete


without the proper reconciliation of property and
accounting records. However, before the property
records can be reconciled with the accounting
records, the Supply/Property Officer shall see to it
that the existing supply/property records are
reconciled with the actual inventory.
REPORT ON THE PHYSICAL COUNT OF PROPERTY,
PLANT AND EQUIPMENT (RPCPPE)
The RPCPPE is the form used to report on the physical
count of PPE by type such as land, land improvements,
infrastructure, building, and other structures, machinery
and equipment, transportation equipment, furniture,
fixtures, books, etc. which are owned by the agency. It
shall be prepared yearly by fund cluster. It shall be
submitted to the Auditor concerned and Accounting
Division/Unit not later than January 31 of each year.

This shall be prepared in four (4) copies and distributed


as follows:

Original – COA Auditor, through the Accounting


Division/Unit
Copy 2 – Accounting Division/Unit
Copy 3 – Supply and/or Property Division/Unit
Copy 4 – Inventory Officer/Committee
REPORT ON THE PHYSICAL COUNT OF INVENTORIES
(RPCI)
The RPCI is a form used to report the physical count of inventory
items by type such as Office Supplies Inventory; Accountable Forms
Inventory; Medical, Dental and Laboratory Supplies Inventory; Food
Supplies Inventory, etc. which are owned by the agency/entity. It shall
be prepared semi-annually by the Inventory Committee and by fund
cluster. The report shall be submitted to the COA Auditor concerned
not later than July 31 and January 31 of each year for the first and
second semesters, respectively.

The reports hall be prepared in four (4) copies and certified correct by
the Inventory Committee, approved by the Head of Agency or his/her
authorized representative, and verified by the COA Auditor. This shall
be distributed as follows:

Original – COA Auditor, through the Accounting Division/Unit


Copy 2 - Supply and/or Property Division/Unit
Copy 3 –
Inventory Officer/Committee
Copy 4 – Accounting Division/Unit
QUESTIONS?
THANK
YOU!

END OF
PRESENTATION

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