2020 (1ST Edition)

CITIZEN’S CHARTER

2020 (1ST Edition)

2

I. MANDATE

The Inter-Country Adoption Board is the national government agency

mandated to act as the Central Authority in matters relating to intercountry

adoption and policy making and regulatory body for purposes of carrying out

the provisions of the Inter-Country Adoption Act of 1995 (RA 8043).

II. VISION:

ICAB envisions a Central Authority that is on the cutting edge of organizational

development led by a multi-disciplinary team of experts and competent staff

who proactively respond to the demands of international adoption.

III. MISSION:

To place Filipino children with suitable foreign adoptive families abroad, ensure

the protection, security and best interest of the children.

ICAB aims to achieve this mission through:

1. Formulation and development of policies, rules and regulations to ensure the protection of Filipino children adopted abroad.

2. Development and implementation of inter-country adoption services,

including post legal adoptions.

3. Authorization/accreditation of foreign adoption agencies (FAAs) and through the DSWD, accredit child caring agencies as liaison service

agencies.

4. Continuing partnership and networking with foreign adoption agencies

(FAAs), child caring/placing agencies (CCAs/CPAs) and other related agencies or authorities

IV. SERVICE PLEDGE:

ICAB is committed to provide quality, prompt and courteous service from

Mondays to Fridays, 7:30 A.M to 6:00PM (in view of application of the flexi-time

schedule) without noon breaks. ICAB ensures availability of staff to attend to

client/partners concerns even during lunch breaks.

3

Immediate and prompt acknowledgement of communication to the requesting

party with the reason/s ICAB is unable to provide the immediate delivery of the

required service/s.

ICAB shall endeavor to strengthen its advocacy efforts towards the

development of sound policies and practices in adoption and child protection

with the help of current knowledge based on high quality research and best

practice models.

ICAB is devoted to nurturing meaningful partnerships with our various

stakeholders, applying universally accepted principles of effective

communication, efficient networking and deep cross-cultural sensitivity. ICAB

shall appreciate any positive or negative feedback regarding our services,

facilities and personnel.

An officer-of-the-Day is a frontline service available at all times for consultation

and advise.

4

LIST OF SERVICES

EXTERNAL SERVICES

CORE SERVICES

Processing of Freedom of Information Request 6

Public Request for Information through Electronic Mail 10

Public Request for Information through ICAB Office 11

Adoption Application of Prospective Adoptive Parents (PAPs) 13

Matching of Child/ren to PAPs 16

Special Home Finding Recruitment 20

Hosting and Ambassador Program 24

Adoption Application by Relative 28

Processing of Pre-Travel Documents and Entrustment of Child/ren to PAPs 33

Supervision and Finalization of Adoption 47

Request for the Retrieval of Adoption Information and/or documents by

adoptees, adoptive parents, birth family and CA/s/FAAs 49

Request for Amendment of Birth Certificate 52

Request to Reconnect with Peers or friends from the same CCA 55

Request for Birth Country Travel/Homeland Visit/Heritage Tour 57 Search for Birthparent/s or Relatives 59 Request for Reunion with Birth Parent/s or Relatives 64

Request for Certification for Non-ICAB Cases 66

Request for Medical Financial Assistance by Child-Caring Agencies 68

Accreditation of Foreign Adoption Agency 70

Policy Development 73

Accreditation of Liaison Service Agencies 75

Implementation of Capacity Building Packages 77

Provision of Technical Assistance to Foreign and Local Stakeholders 80

Preparation and Submission Reportorial Requirements 82

SUPPORT SERVICES Receiving and Distribution of Communication or Documents from External Sources 85

Remittance of Taxes Withheld 87

Filing of Annual Tax Return 88

Preparation and Submission of Cash Utilization Report 89

Preparation and Submission of Monthly Report of Collections and Deposits 90

Processing of Payment of Claims for Goods and Services 91

Preparation and Submission of the Annual Agency Budget Proposal 97

5

Preparation and Submission of Budget Execution Documents 100

Preparation and Submission of Quarterly Budget and 102 Financial Accountability Report (FAR) Filling-up a Vacant Position 105

INTERNAL SERVICES Request and Retrieval of Files, Documents and Records 112

Issuance of Official Receipts and Deposit of Collection 114

Liquidation of Cash Advance 116

Preparation and Submission of Financial Reports 119

Preparation and Submission of Monthly Report of Checks Issued 121

and Monthly Report of Collections and Deposits and other Required Reports

Issuance of Requests for Certificate of Employment and 123

Other Personnel Records

Issuance of Common Office Supplies (On Stock) 125

Processing of Requests for Procurement of Goods and Services 127

(Day-To-Day Procurement)

Leave Administration 130

6

Processing of Freedom of Information (FOI) Request

Requests for information and other pertinent data from researchers, students, other

government agencies, interested individuals or the public is served by the agency in

compliance with Executive Order No. 2, s.2016 entitled “Operationalizing in the Executive

Branch the People’s Constitutional Right to Information and the State Policies to Full

Public Disclosure and Transparency”.

OFFICE OR DIVISION: Records Unit

CLASSIFICATION: Complex

TYPE OF TRANSACTION: G2G – Government to Government; G2B

– Government to Business; G2C – Government to Citizens

WHO MAY AVAIL: All Government Agencies; Non-Government Organizations (NGOs), All Partner Agencies – Public and Private

(Central Authorities; Foreign Adoption Agencies); Individuals

CHECKLIST OF REQUIREMENTS WHERE TO SECURE/SOURCES

Standard Request

FOI request form with attached photocopy of government issued I.D.

In cases of request made through email, letter shall be addressed to Director

Bernadette B. Abejo at Inter-Country Adoption Board (ICAB), 4th Floor A.N.Y Building, #38 Timog Avenue, Laging

Handa, Quezon City, but should attached in the email a scanned copy of the FOI form.

If unable to make a written request because of the inability to read or write or

being differently/uniquely-abled person, he or she can make an oral request, and the FOI Receiving Officer (FRO) shall

reduce it in writing.

Requesting party may download the FOI

form: https://www.icab.gov.ph/download/icab/2020-FOI-MANUAL.pdf

Requestor Government Institutions, Schools, Company

CLIENT STEPS AGENCY ACTIONS FEES

TO BE PAID

PROCESSIN

G TIME

PERSON

RESPONSIBLE

https://www.icab.gov.ph/download/icab/2020-FOI-MANUAL.pdf

https://www.icab.gov.ph/download/icab/2020-FOI-MANUAL.pdf

7

Submit or send letter of request with the attached

FOI request form and photocopy of any government

issued I.D or school I.D for students

Online Request by email provided that FOI application

request is attach in the email and a copy of I.D

1. Receive the letter of request and accomplished FOI

Request Form and ID. Stamp date and time of the receipt

of the written request, and the name, rank, title

and position of the public officer who actually received it,

with a corresponding signature and copy

furnished to the requesting party by the FRO.

2. All requests through email shall be printed out and

will follow the same procedure.

None 5 minutes

Administrative Assistant II /FOI Receiving

Officer) Records Unit

3. The FRO will evaluate the request and shall

respond and provide the link to the requesting

party if the information is already posted and

available. If the request is similar to previous request

by the same requesting party, the FRO will write

None 1 day Administrative Assistant II /FOI Receiving


8

FEEDBACK AND COMPLAINTS MECHANISM

How to send feedback and complaints Feedback and complaints are send to

ICAB’s email [email protected] and the customer feedback forms are dropped in the customer feedback boxes located in

the ICAB office.

to the requesting party that the request is denied.

4. If the request is correct and

complete, FRO will forward the request to FOI

Decision Maker (FDM) for further evaluation and

submission to concerned Unit Head.

None 1 day Executive Director

5. Prepare the needed

information and/or data requested and forward to the

Decision Maker for review and/or approval

None 3 days Concerned Unit Head (CWU,

FWU, SPU, RAU, PLAS, PDU, ADMIN,

FINANCE)

6. Approve the information/data

requested

None 1 day Executive Director

7. Forward the

approved information / data to the FOI

Receiving Officer – Records Unit

None 10 minutes OED Secretary

Receive notification/requested info/data

8. Endorse or send the FOI Response to the requestor

None 1 day Administrative Assistant II /FOI Receiving


mailto:[email protected]

9

How feedback and complaints are

processed

Feedback and complaints are reported to

the management for evaluation and proper action.

Contact Information Unit Head-Records Unit

MGA TANONG AT MUNGKAHI Para sa aming Kliyente at mga Katuwang

Ang inyong tanong, mungkahi at opinyon ukol sa mga programa at serbisyo ng Inter-country Adoption Board (ICAB) ay mahalaga upang mapabuti at mai-angat ang antas

ng aming panglilingkod. Malugod po naming tinatanggap ang mga ito sa

pamamagitan ng mga sumusunod:

Email [email protected]

Facebook Intercountry Adoption Board-ICAB

Global Consultation

Telephones (632) 8726-4568; 8721-9711; 7503-6226

Address : 4th Floor A.N.Y Building, #38 Timog Avenue,

Brgy. Laging Handa, Quezon City 1103 Philippines

Para sa mga karagdagang impormasyon, maaring bisitahin ang gaming ICABbsite: www.icab.gov.ph.


10

Public Request for Assistance and/or Information through Electronic

Mail This refers to citizen’s request for assistance or information through the official email

address: [email protected]

OFFICE OR DIVISION: Records Unit

CLASSIFICATION: Simple

TYPE OF TRANSACTION: G2C- Government to Citizen

WHO MAY AVAIL: Public


CLIENT

STEPS

AGENCY ACTIONS FEES

TO BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

Client send email to adoption@icab

.gov.ph

Requests for assistance or information through

the official ICAB email shall be stamped “received” by the

Records Officer indicating the date and time of the receipt of

the email request, and the name, rank, title and position of the

public officer who actually received it, with a corresponding

signature and copy furnished to the requesting party.

1. Inquiry (local and

international)

received by email is downloaded and printed by Incoming

Clerk of Records Unit.

None Within one (1) working day upon receipt of

request

Records Unit


11

2. Printed communication is recorded/encoded

in tracking system for incoming mails.

3. Regular mail

received is encoded in the tracking system of

the Incoming Clerk of Records Unit.

4. All emails/regular

mails are endorsed to the Secretary of the Executive

Director for notations/instructions of the Head of

Agency. 5. Farm out all

incoming

communications to concerned Unit or ICAB staff after

notation of the Head of Agency.

6. Concerned worker responds to the

nature of requests or issues indicated In the written

inquiries.

Public Request for Assistance and/or Information through ICAB Office

This refers to citizen’s request for assistance or information through the ICAB office at 4th

Floor A.N.Y Building, #38 Timog Avenue, Brgy. Laging Handa, Quezon City 1103

OFFICE OR DIVISION: Officer of the Day


TYPE OF TRANSACTION: G2C- Government to Citizen

WHO MAY AVAIL: Public

12


Visitor Form Security Guard

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Register name in the logbook, fill-

up the visitor form, leave an I.D,

Security Guard to call the officer of day

or the concerned person to attend to the visitor

None 5 minutes Security Guard

For Pre-Matching Concerns

None Child Welfare Unit

For walk-in inquiries None Officer of the

Day

For mailed/couriered

letters/packages

None Records

For payment or cash

transaction

None Cashier

For Job application None Admin Unit

13

Adoption Application of Prospective Adoptive Parents (PAPs)-

Regular Adoption

It describes the step by step process of Prospective Adoptive Parents (PAPs) who intends

to apply for the regular adoption program.

OFFICE OR DIVISION: FAMILY WELFARE UNIT

CLASSIFICATION: HIGHLY TECHNICAL

TYPE OF TRANSACTION: Government to Government Government to Foreign Adoption Agencies

(FAAs) or Central Authorities (CAs) Government to Child Caring Agencies (CCAs)

WHO MAY AVAIL: Prospective Adoptive Parents (PAPs), Department of Social Welfare and Development (DSWD), FAAs and CAs, Child Caring Agencies

(CCAs)


Adoption Application Dossier of PAPs 1. Home Study Report (HSR)

2. Birth Certificate of Applicants 3. Marriage Certificate or Divorce

Decree if applicable

4. Consent to Adoption of biological or adopted children 10 years old and above

5. Medical Evaluation 6. Psychological evaluation 7. Police Clearance

8. Income Tax Return 9. Photos of PAPs, home and

community and extended

familie 10. Suitability to Adopt 11. Character Reference from

Priest/Pastor, Employer, who have known the PAPs for the past 5 years

12. Adoption Decree of Previously Adopted Children

13. Guardianship Letter

14. Child Care Plans

FAAs / CAs

14

CLIENT STEPS

AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

FAAs/ CAs endorses to

ICAB the adoption application

dossier of PAPs

Review of the adoption application by the

social worker

US$ 200.00

application fee

Within 15 working days of receipt of

the dossier from the Records Section

Social worker Unit Supervisor

Send notice of deficiencies (lacking documents or

information) on the adoption application to FAAs/CAs, if any

None 1 day Social worker Unit Supervisor

If Adoption Application

is complete, prepare the HSR Review Form and endorse the

adoption application to Inter-Country Placement Committee

(ICPC) consultant for comment

None Social worker

Unit Supervisor ICPC C

Preparation of Executive Summary for Board presentation/

action

None 5 working days upon receipt of the dossier as

reviewed by the Inter-Country Placement

Committee (ICPC) consultant

Social Worker Unit Supervisor Division Chief

Presentation of the adoption application to the Inter-Country

Adoption Board

None 1 day (Board meeting) or through E-

Discussion of the Board members

Social Worker Unit Supervisor Executive

Director

Endorses the Board’s decision on the adoption application:

a. Approved: PAPs name included in

None One (1) working day after receipt of the signed Board

Action on the


Director

15

the Roster of Approved Applicants (RAA)

b. Deferred: Notice of Deficiencies

c. Disapproved:

Reason for disapproval

Adoption Application form

Inclusion of PAPs’ name in the RAA

None One (1) day upon notification of Board’s decision

Unit Supervisor

16

Matching of Child/ren to Prospective Adoptive Parents (PAPs)

Matching refers to the quasi-judicial process of pairing the adoptive child with PAP’s to

approved parents to promote a mutually satisfying parent-child relationship.

OFFICE OR DIVISION: CHILD WELFARE UNIT


TYPE OF TRANSACTION: Matching of Child/ren to Prospective Adoptive Parents (PAPs)

WHO MAY AVAIL: Foreign Adoption Agencies (FAAs), Prospective Adoptive Parents (PAPs), Child Caring Agencies (CCAs), Department of

Social Welfare and Development (DSWD)


Dossier of Child

1. Endorsement Letter 2. Child Study Report 3. Birth Certificate/Foundling (2

SECPA Copies oiginal) 4. Deed of Voluntary Commitment 5. Two original copies of the

CDCLAA (numbered) 6. Health and Medical Profile 7. Psychological Evaluation Report

8. Recent Photograph 9. Child’s Profile 10. Regional Clearance for Inter-

Country Adoption 11. Consent for Adoption for 10

years old and above Other documents, as necessary

Copy of the ID used by the child’s birthparents/relatives

Death Certificate of Birth Parent/s (if deceased)

Psychological Evaluation Report (if birthparents/is/are/or

diagnosed to be intellectually challenged)

Psychiatric Evaluation Report if birthparents/is/are/or diagnosed to have mental illness

Developmental Report

DSWD; CCA

17

Growth Chart

Certificate of Authority for Notarial Act (CANA)

Affidavit of 2 Disinterested Person/s (if the information in the child’s birth certificate is not the

child’s birthmother

Affidavit of Discrepancy signed by the child’s birthmother in the birth certificate and DVC are different as ICABll as the child’s

birth order in the Birth Certificate was incorrect

Birth Certificate of the child’s birthmother (if the DVC was signed by the child’s materal grandparent/s to establish the

relatonship of the child’s birth mother and maternal grandmother)

Dossier of PAPs 1. Home Study Report (HSR)

2. Birth Certificate of Applicants 3. Marriage Certificate or Divorce

Decree if applicable

4. Consent to Adoption of biological or adopted children 10 years old and above

5. Medical Evaluation 6. Psychological evaluation 7. Police Clearance

8. Income Tax Return 9. Photos of PAPs, home and

community and extended familie

10. Suitability to Adopt 11. Character Reference from

Priest/Pastor, Employer, who

have known the PAPs for the past 5 years

12. Adoption Decree of Previously

Adopted Children 13. Guardianship Letter

Records Section; FAA

18

14. Child Care Plans

CLIENT

STEPS

AGENCY ACTIONS FEES

TO BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

Encoding in the database of children

None Within 2 working days of receipt of

the dossier from the Records Section

Assignment of case/s to social worker

None Within 2 working days of receipt

from CWU clerk

CWU Unit Head

Review of child’s

dossier and sending of notice of deficiency/matching

None

10 working days CWU Social

Worker

Routing of pre-matching form

None Within 2 working days from receipt

of updated and complete documents

CWU Social Worker

Pre-matching

conference

None Within 5 working

days from receipt of updated and complete documents

CWU Social

Worker; CCA Social Worker

Pre-selection

of priority PAPs

Endorsement of PAPs

dossier

None Within the day of

pre-matching conference

CWU Social

Worker; CCA Social Worker

Submission of Child and Family Profile

Review information on PAPs and recommendations of

the CCA Social Worker

None Not later than 12 noon of Friday prior to the

subsequent weeks’ matching conference

CCA Social worker; CWU Social Worker

Scanning of documents of child and PAPs

None Not later than Friday afternoon

prior to the subsequent week’s matching

conference schedule

CWU Clerk

19

Preparation of the matching conference agenda

None 1 day prior to the matching conference

CWU Clerk

Presentation of the

highlights on the child and the PAPs

Document minutes of the matching

conference

None On the day of the matching

conference

CCA Social Worker; CWU

Social Worker

Preparation of the

matching justification


days from date of matching

CWU Social

Worker; CWU Unit Head

Presentation of the matching justification to the Board for action

None 1 week after the matching conference

CWU Social Worker; CWU Unit Head

Notify CCA of the Board’s decision on

matching recommendation/s

None Within 5 days from Board’s

approval

CWU Social Worker; CWU

Unit Head

Preparation of the placement proposal

None Within 5 working days from Board’s approval

CWU Clerk

Endorsement of signed

placement proposal to the Records Section


days from receipt complete documents

Executive

Director’s Secretary

20

Special Home Finding Program

This is a strategy used to recruit parents for children with special needs. Special Needs

Children for Special Home Finding (SNC-SHF) refers to those children who are not

matched through the regular adoption process due to the lack of PAPs in the Roster of

Approved Applicants (RAA) accepting their condition. The children may need surgeries,

have minor or major developmental delays, are handicapped, are older child (6 years old

and above), are of sibling group of older children, sexually or physically abused children,

have serious illness such as blood disorders, communicable diseases, are mentally

challenged and from parents with history of mental illness, alcohol use, drug use and the

like.

OFFICE OR DIVISION: SPECIAL PROJECTS UNIT


TYPE OF TRANSACTION: G2G- Government to Government

G2C- Government to Citizen

WHO MAY AVAIL: Prospective Adoptive Child (PAC), Department of Social

Welfare and Development (DSWD), Child Caring Agency (CCA), Prospective Adoptive Parents (PAPs), Foreign Adoption Agency


Child’s dossier 1. Endorsement 2. Child Study Report

3. Birth Certificate/Foundling (2 SECPA Copies oiginal)

4. Deed of Voluntary Commitment

5. Two original copies of the CDCLAA (numbered)

6. Health and Medical Profile

7. Psychological Evaluation Report 8. Recent Photograph 9. Child’s Profile

10. Regional Clearance for Inter-Country Adoption

11. Consent for Adoption for 10 years

old and above 12. Other documents, as necessary



CA/FAA, DSWD, CCA

21

Psychological Evaluation Report (if birthparents/is/are/or diagnosed to be intellectually

challenged)

Psychiatric Evaluation Report if birthparents/is/are/or diagnosed to have mental illness


Growth Chart


Affidavit of 2 Disinterested Person/s (if the information in

the child’s birth certificate is not the child’s birthmother

Affidavit of Discrepancy signed by the child’s birthmother in the birth certificate and DVC are

different as ICABll as the child’s birth order in the Birth Certificate was incorrect

Birth Certificate of the child’s birthmother (if the DVC was signed by the child’s materal

grandparent/s to establish the relatonship of the child’s birth mother and maternal

grandmother)

PAPs’ dossier

1. Home Study Report (HSR) 2. Birth Certificate of Applicants 3. Marriage Certificate or Divorce

Decree if applicable 4. Consent to Adoption of biological

or adopted children 10 years old

and above 5. Medical Evaluation 6. Psychological evaluation

7. Police Clearance 8. Income Tax Return

22

9. Photos of PAPs, home and community and extended families

10. Suitability to Adopt

11. Character Reference from Priest/Pastor, Employer, who have known the PAPs for the past

5 years 12. Adoption Decree of Previously

Adopted Children

13. Guardianship Letter 14. Child Care Plans

CLIENT STEPS


PROCESSING TIME

PERSON RESPONSIBLE

Submission of

child’s dossier

Review for

completeness of documents and substance

None Within 10

working days

Social Worker

Submission of updates and

additional documents

Inclusion of the child’s summary in the

Special Home Finding list and transmission of list to CAs and FAAs

None One (1) working day

Every first Friday of the month upon

completion of required documents

Social Worker

Child’s file request

Transmission of the Child Study Report and

supporting documents to CA/FAA for family recruitment

None Within five (5) working days

upon receipt from Unit Head (UH).

Social Worker

Submission of

PAPs’ intent to adopt and Family Profile

Assessment of child

and family.

None Within 10

working days

Social Worker

Presentation and notification of the Board’s decision

Within 10 working days

Social Worker

Submission of

PAPs’ application

Assessment and

Preparation of the Executive Summary of PAPs

US$20

0.00 in accordance with

Within 15 days

upon receipt from the Unit Head

Social Worker

23

Endorsement of the

Placement Proposal to the CA/FAA

R.A. 8043

Within two (2) months upon

completion of the lacking documents/

information.

Social Worker

Presentation and notification of the

Board’s decision

Within five (5) days upon

completion of the lacking documents/

information.

Social Worker

Issuance of Certificate of Appearance to

CCA social workers

Preparation of the Certificate of Appearance

None One (1) day Social Worker Unit Head Records Officer

Endorses the Board’s decision on placement recommendation to the

FAAs/CAs: a. Approved:

Placement

Proposal b. Deferred: Notice

of Deficiencies

c. Disapproved: Reason for disapproval

One (1) working day after receipt of the signed

Board Action on the Placement form


Director

24

Hosting and Ambassador Program

The Hosting Program is a strategy to identify possible permanent families for older Filipino children who have long been cleared for inter-country adoption but no approved families in the ICAB's Roster of Approved Applicants (RAA) are available. The Hosting Program

is open to the different Child Caring Agencies (CCAs) nationwide. The program is for a minimum of 5 to a maximum of 20 children who have been assessed by the ICAB as prepared to participate in the program. The children travel to the United States and spend

their summer with identified host families for three (3) to four (4) weeks. The host families must have strong commitment to adopt. Activities for the Summer Hosting Program shall, as much as possible, be those which approximate the activities undertaken in a normal

family setting e.g. house chores, time with the family, family outings, church/community activities and interactions with other host families/children (weekly potlucks, week-end outings, etc.) interspersed with occasional group activities with their co-participants.

The Ambassador Program is a strategy on recruitment of adoptive families for older

children from the Philippines. Its central mission is to recruit families for a selected group of children ages 7-14 years old. Adult volunteers (ambassadors) from the U.S. travel to the Philippines and spend approximately seven (7) days in a “holiday vacation” setting

with a group of pre-identified children already cleared for intercountry adoption. The Ambassadors interact with the children and either adopt or advocate for their placement by sharing experiences with the Ambassadors friends and extended family members.

OFFICE OR DIVISION: SPECIAL PROJECTS UNIT


TYPE OF TRANSACTION: G2G- Government to Government G2C- Government to Citizen

WHO MAY AVAIL: Prospective Adoptive Child (PAC), Department of Social Welfare and Development (DSWD), Child

Caring Agency (CCA), Prospective Adoptive Parents (PAPs) Foreign Adoption Agency

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE/SOURCES

Letter request from FAA to conduct Hosting

Program/Ambassador Program and list of potential participants

Child’s dossier

Host Family Profile/Ambassador’s profile

Travel documents (hosting program only)

CA/FAA, DSWD, CCA

25

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submission of FAA’s

request for potential participants

Identification of children to

participate in the hosting program

None 15 working days

Social Worker

Submission of host

families’ profile

Reviewing, assessing, request

for lacking information and documents

None Within 15 working days

Social Worker

Prepare letter of request to DSWD

and ACCAP for nomination of additional escort for

hosting with more than 7 participants. Otherwise, if less

than 7, escort is an ICAB social worker.

None 1 hour Social Worker

Presentation of host families profile and escort/s to the

Board for approval

None 1 day Social Worker

Notification of board’s approval of the hosting program

None Within two (2) days

Social Worker

For Hosting Program

Endorsement of the pre-

travel fees

Coordination with Admin Unit for the

Special Order to hold a Cash Advance for the

hosting program

Amount depends

on the number of participants

1 day

Social Welfare Officer IV and

Admin Unit

Collecting of supporting documents,

accomplishment of passport

None 1 day Social Worker and CCA social worker

26

application form; coordination with the children’s

social worker

Endorsement of passport photos of

children

Submission of passport application to the

DFA

Passport Fee of DFA P1,200.00

per person

1 hour Liaison Officer

Approval of passport application

from the DFA

Schedule of biometrics collection of the

children

None 1 day Social worker and Liaison Officer

Release of

Child/ren’s Passports from DFA

Online visa

application, coordination with the children’s

social worker for the visa interview

Visa Fee is

dependent on the Embassy

rate.

1 day Social Worker

Release of Passports with visa of

children from the Embassy

Orientation to prepare the children and

escort prior to the travel

None 1 day Social Worker and escort social worker

Prepare the travel kit, I.D, luggage tag, group t-shirts,

None

1 day Admin Assistant

Participants and escort check-in to

a hotel nearby the airport prior their flight to prepare

them for their travel.

None 1 day Social worker and escort

Participants and escort travel to the

PAPs country and they will be fetch at the airport by their

respective families and Hosting Coordinator

None 1 day Participants, escort and FAA

27

Children participants will stay with their

respective host families.

The escort will stay with the assign host family. From

time to time escort will need to usher the children to

medical/or dental check-up, attend to gatherings

arranged by the FAA, respond to PAPs and child

clarifications.

None 20-30 days Participants, escort and FAA

ICAB Escort

submits report upon their arrival in the receiving

country and also must report important

incident/s until their return to the Philippines.

None 1 hour Escort Social

Worker

Post evaluation of participants and

escort of the hosting program 1-2 days upon their

return from the receiving country.

None 1 day Social Worker, CCA, escort and

participants

Liquidation of Cash Advance

None 2 hours Social worker

Presentation to Board of the result

of the Hosting Program

None 1 hour Social worker

28

Adoption Application of Prospective Adoptive Parents (PAPs-

Relative Adoption)

It describes the step by step procedure when adopting a Filipino child by relatives

habitually residing abroad (former Filipinos) within the fourth (4th) degree of consanguinity

or affinity.

OFFICE OR DIVISION: RELATIVE ADOPTION UNIT


TYPE OF TRANSACTION: Government to Government

Government to Foreign Adoption Agencies (FAAs) or Central Authorities (CAs)

WHO MAY AVAIL: Prospective Adoptive Parents (PAPs), Department of Social Welfare and Development (DSWD), FAAs and CAs


Questionnaire for Relative Adoption Applicants (QRAA)

ICAB Website (www.icab.gov.ph)

Dossier of Child 1. Endorsement Letter

2. Child Study Report 3. Birth Certificate/Foundling (2

SECPA Copies oiginal)

4. Deed of Voluntary Commitment

5. Two original copies of the

CDCLAA (numbered) 6. Health and Medical Profile 7. Psychological Evaluation

Report 8. Recent Photograph 9. Child’s Profile

10. Regional Clearance for Inter-Country Adoption

11. Consent for Adoption for 10 years old and above

12. Birth Certificates of Pertinent individuals to prove filial relationship

13. Other documents, as necessary

DSWD

29



Psychological Evaluation Report (if

birthparents/is/are/or diagnosed to be intellectually challenged)

Psychiatric Evaluation Report if

birthparents/is/are/or diagnosed to have mental illness


Growth Chart


Affidavit of 2 Disinterested Person/s (if the information in the child’s birth certificate

is not the child’s birthmother

Affidavit of Discrepancy signed by the child’s birthmother in the birth certificate and DVC are

different as ICABll as the child’s birth order in the Birth Certificate was

incorrect

Birth Certificate of the child’s birthmother (if the DVC was signed by the child’s materal

grandparent/s to establish the relatonship of the child’s birth mother and maternal

grandmother)

Proof of Visits to Child by the PAPs

Dossier of PAPs FAAs / CAs

30

1. Home Study Report (HSR) 2. Birth Certificate of Applicants 3. Marriage Certificate or Divorce

Decree if applicable 4. Consent to Adoption of

biological or adopted children

10 years old and above 5. Medical Evaluation 6. Psychological evaluation

7. Police Clearance 8. Income Tax Return 9. Photos of PAPs, home and

community and extended families

10. Suitability to Adopt

11. Character Reference from Priest/Pastor, Employer, who have known the PAPs for the

past 5 years 12. Adoption Decree of Previously

Adopted Children

13. Guardianship Letter 14. Child Care Plans

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

FAAs/ CAs endorses to

ICAB the duly accomplished QRAA and

supporting documents of PAPs

Review of the QRAA and completeness

Acknowledgement of QRAA

Request for lacking information / documents from FAA/CA

Referral to concerned DSWD-Field Office for

eligibility assessment of child for intercountry adoption


of receipt of the dossier from the

Records Section

Social worker

Unit Supervisor

DSWD endorses to ICAB results of

the eligibility assessment:

31

a. Eligible (Child’s ICA

clearance and dossier)

b. Not

eligible (Assessment Report

/ CSR)

Eligible Review of the Child’s Study

Report and supporting documents

Request from FAAs/CAs the endorsement of the PAPs’ adoption application dossier

Not eligible

Acknowledgement of Assessment Report / CSR

Inform FAAs/CAs of the non-eligibility for intercountry

adoption of the child

FAAs/CAs submits/ endorses to ICAB

the PAPs’ adoption application

dossier

Review of the adoption application dossier

US$ 200.00

Ten (10) working days after receipt

from Records

Social Worker

Conducts home visit and

interview with the children and custodians as deemed necessary

1 day Social

Worker

Preparation of Executive

Summary and schedule the case for Board presentation

Within two (2)

months after completion of home visit and

documents of child and PAPs

Social

Worker Unit Supervisor

Executive Director

Endorses the Board’s decision on placement

One (1) working day

Social Worker

32

recommendation to the FAAs/CAs: d. Approved: Placement

Proposal e. Deferred: Notice of

Deficiencies

f. Disapproved: Reason for disapproval

after receipt of the signed Board Action

on the Placement form

Unit Supervisor Executive

Director

33

Processing of Pre-Travel Documents and Entrustment of Child/ren to

PAPs

It describes the step by step procedure in processing the travel documents of the child/ren

matched with their prospective adoptive parents (PAPs). The length of processing of

travel documents of a child depends on the immigration policy of the receiving country.

OFFICE OR DIVISION: SPECIAL PROJECTS UNIT; FAMILY

WELFARE UNIT; RELATIVE ADOPTION UNIT


TYPE OF TRANSACTION: Government to Government Government to CAS/FAAs

WHO MAY AVAIL: Foreign Adoption Agencies (FAAs),

Prospective Adoptive Parents (PAPs), Child Caring Agencies (CCAs), Department of Social Welfare and Development (DSWD)


For FAA/CA: Original: Placement Authority

Certified True Copy (CTC):

1. Child’s Birth/Foundling

Certificate 2. Deed of Voluntary

Commitment (DVC) or

3. Decree of Involuntary Commitment or

4. DSWD Certification of a

Child Legally Available for Adoption (CCLAA)

5. Death Certificate of

birthparents, if applicable

DSWD; CCA; ICAB

For Passport Application: 1. Child Study Report 2. Birth Certificate/Foundling

Certificate 3. DVC/CDCLAA 4. Placement Authority

5. Certificate of Issuance of Passport

Records Section; DSWD; CCA

34

6. Passport Application form signed by the Executive Director

7. Endorsement Letter signed by the Executive Director

8. Other documents, as

necessary

Baptismal Certificate, Birth Record, Vaccination Record

if birth certificate is later registered

Copy PAPs Passports

Copy of LCR of Birth/Foundling Certificate if SECPA copy is not readable.

For Authentication or Apostille of Documents:

DVC with Certification of Authority for Notarial Act (CANA)/CDLAA

Birth Certificate/Foundling Certificate PSA SECPA

Placement Authority Additional Documents: (Spain) Medical Certification

Records Section; DSWD; CCA

Visa Applications: Visa Application Forms

(Online/Manual) Supporting Documents

USA

1. Placement Authority (original)

2. Birth/Foundling Certificate (PSA SECPA)

3. Deed of Voluntary

Commitment/CCLAA 4. Child Study Report 5. Article 17c Certificate (4

original copies) 6. Visa pictures with white

background

Embassy websites

Records; CCA; DSWD

35

7. Death Certificate of parents (if applicable)- PSA SECPA copy

8. Home Study report of PAPs 9. Type of Child Acceptable to

Family Checklist

10. Result of visa medical examination (c/o St. Luke’s Extension Clinic)

11. Copy of Passport/ Original to be submitted during visa interview

CANADA

1. Placement Authority (original)

2. Birth Certificate –PSA

SECPA 3. Photocopy of the

DVC/CCLAA

4. Photocopy of the Child Study

Report

5. Photocopy of the Executive

Summary

6. Photocopy of the HSR of

PAPs

7. Visa Application Form

8. 3 copies passport size

pictures

9. Passport (if already available

but keep a copy on file for

use during visa medical)

10. Medical Condition Statement

signed by PAPs (if available)

11. Article 17c Certificate

12. Result of Visa Medical

Examination

AUSTRALIA

1. Placement Authority

2. Birth Certificate

Records; CCA; DSWD

Records; CCA; DSWD

Central Authority / Foreign Adoption Agency Prospective Adoptive Parents Authorized doctor by the Canadian Immigration

36

3. Child Study Report


Commitment/CLAA

5. Travel Authority

6. Travel Clearance

NEW ZEALAND


2. Birth Certificate/Foundling

Certificate


Commitment/CCLAA


5. Original passport

6. Visa application form

7. Proof of New Zealand

citizenship of the PAPs or

copy of passports

8. Article 17c

9. Visa fee payment

deposited to VFS Account

through BDO.

Europe Cases:

SPAIN

For the Child:

1. Visa application form (from website of embassy)

2. 2 passport size pictures (white background)

3. DFA Apostilled Placement

Authority 4. DFA Apostiled

Birth/Foundling Certificate

5. DFA Authenticated Medical Certificate stating the general health condition of the child

together with DOH certificate

Records; CCA; DSWD

Records; CCA; DSWD

Form available at VFS Global –New Zealand

Central Authority / Foreign Adoption Agency Prospective Adoptive Parents

Records; CCA; DSWD;

37

For PAPs

1. Original Spanish Literal Birth

Certificates 2. Photocopies of passports and

DNI (Documento Nacional de

Identidad) 3. Informe de Idoniedad by the

relevant Spanish CA

4. Resolution from the Provincial Government in Spain granting the adoption of the child

5. Document issued by the Delegate of the relevant Autonomous Government or

the sub delegate of the Provincial Government of Spain

AUSTRIA

1. DFA Apostilled Placement

Authority 2. DFA Apostilled


3. DFA Apostilled DVC or Certificate of Availability for Adoption

4. Travel Clearance 5. Approval of the placement

from the Austrian Central

Authority (comes after the placement proposal with the endorsement of the fees –it

may be written in the CA’s endorsement letter itself so please read)

6. Pay slips of the PAPs for the last three months

7. Copy of passports of PAPs

8. Meldezettel or Mietvertrag (whichever is applicable-to be determined by FAA)

9. Flight Reservation of PAPs


Department of Foreign Affairs

Records; CCA; DSWD Central Authority / Foreign Adoption Agency Prospective Adoptive Parents

38

10. Travel Insurance for the child purchased by the PAPs from any accredited insurance

company by the embassy (see updated list from embassy Website). This must

be valid for one month and upon entry of the child to Austria.

FRANCE


2. Translated and Apostilled



Deed of Voluntary

Commitment/CCLAA


Placement Authority

5. Original passport

6. Visa application form

7. PAPs or copy of passports

and national ID

8. Translated Travel

Clearance

9. Translated Travel

Authority’

10. Article 17c

11. Copy of PAPs Passports

and National I.D

12. Application Forms

13. Visa Fees (paid upon

application at VFS Global)

BELGIUM

1. Approval of the adoptive placement from the Belgian CA

(comes with the acceptance of the placement proposal)

Records; CCA; DSWD Central Authority / Foreign Adoption Agency

Prospective Adoptive Parents

Fill-up the online visa application form which can be access through the VFS-Global

(France)

39

2. DFA Authenticated Placement Authority

3. Apostilled Deed of Voluntary

Commitment/ Declaration of Abandonment/CCLAA

4. Apostilled Birth/Foundling

Certificate

5. Copy of the PAPs’ passport

6. Application form

7. Two passport size pictures of the child (white background)

8. Travel itinerary/ticket of child

9. Certificate of residence

(original to be brought by the PAPs during their travel)

10. Certificate of Good Moral

Character/Police Clearance

11. Visa Fee (paid upon application at VFS Global)

DENMARK

1. Passport

2. Photocopy of PAPs’ passports

3. 2x2 picture white background

4. Child Study Report 5. Placement Authority 6. Birth/Foundling Certificate

PSA SECPA Copy 7. Travel Clearance 8. Visa Application Form

FINLAND

1. Apostilled Birth/Foundling

Certificate 2. Apostilled Placement

Authority

3. Apostilled CCLAA, DA or DVC ([if DA please attached the certificate of finality while

DVC is the certificate of notarial act issued by the executive judge])


Fill-up the online visa application form which

can be access through the VFS-Global Belgium

Department of Foreign Affairs; Records Unit of ICAB

Department of Foreign Affairs;

Records Unit of ICAB Online Visa Application Forms are filled up by the PAPs

40

4. 2x2 passport picture white background

5. Passport

6. Gratis (No visa fee for children below 6 years old)

GERMANY 1. Apostilled Birth/Foundling

Certificate

2. Apostilled DVC/CLAA 3. Apostilled Placement

Authority

4. Child Study Report 5. Travel Authority 6. Travel Clearance

7. 3 copies passport size picture (grey background)

8. Copy of passport of PAPs and

residence ID/Certificate (request from FAA prior to visa application-email copy is

ok) 9. Application Form (download

from embassy’s website-

Family Reunion Visa) ITALY

1. Apostilled Birth/Foundling Certificate

2. Apostilled Authenticated Placement Authority

3. Apostilled CCLAA, DVC or

DA (if DA please attached the certificate of finality while DVC attached the certificate

of notarial act issued by the clerk of court)

4. Apostilled Placement

Proposal 5. Passport 6. 2x2 passport size picture

white background 7. Filled-up Application Form

(download from Embassy


Records Unit of ICAB



41

Website- Application Form for Long Term Visa-type D)

NETHERLANDS 1. Apostilled Placement

Authority

2. Apostilled Birth/Foundling Certificate

3. Apostilled DVC/CCLAA

4. Travel Clearance 5. Passport copy of PAPs 6. Photocopy of visa approval

from FAA (email) 7. Travel insurance (from FAA) 8. Visa application Form (filled

up- Long term visa) 9. 2 pcs white background

passport size pictures

10. Medical Certificate that child is Fit to Travel

NORWAY

1. Application Form (secure

from the www.norway.ph) 2. Passport size pictures (white

background)


(photocopy) 4. Passport 5. Passport copies of the PAPs

SWITZERLAND

1. Child Study Report 2. Birth/Foundling Certificate –

PSA SECPA Copy

3. Placement Authority 4. Travel Clearance 5. Passport

6. 2x2 picture white background 7. National Visa Application

Form

Department of Foreign Affairs; Records Unit of ICAB


Child Caring Agency

Records Unit of ICAB Department of Foreign Affairs; Records Unit of ICAB



Application form Availalable at Swedish Embassy

http://www.norway.ph/

42

SWEDEN

1. Application form for National

visa no 169011 must be signed by the PAPs. The FAA will forward the form originally

signed by the PAPs to ICAB in preparation for the visa application.

2. Passport and Photos

3. Decision regarding adoption proposal or letter from CA or

FAA

4. Bank slip of paid application

fee (No visa fee below children below 6 years old).


6. Travel Clearance

7. Travel Authority

8. Birth/Foundling Certificate

(PSA SECPA Copy)

United Kingdom

1. Duly accomplished

Application Form 2. Travel Authority 3. Two (2) passport size picture

4. DVC/DA/CCLAA 5. Passport 6. Child Study Report & Medical

Profile (updated/recent or at least 6 months old)

7. Birth Certificate

8. Travel Clearance 8. Placement Authority 9. Visa Application Fee (varies

from time to time- can be paid through a bank or through a manager’s check payable to

the British Embassy. Please check http://www.vfs-uk-

Form available at the website of the Swedish

Embassy



website of UK Embassy Records Unit of ICAB

http://www.vfs-uk-ph.com/

43

ph.com/ for updated visa fee. If payment is made through a bank, present a photocopy of

child’s passport during payment. Please see above ICAB website for list of banks

accredited by the British Embassy.

A. On the Prospective Adoptive Parents (PAPs)

1. Certificate of eligibility and

Approval 2. Home Study Report 3. Detailed Bank Statements,

other savings of the couple for the last 6 months

4. Medical Evaluation (BAAF)

5. Photocopies of passports of the PAPs

6. 6. Letter of Support from

The PAPs stating that they will support the needs of the child and will not recourse to public

funds 7. Sponsorship Undertaking

signed by the sponsor (male or female PAP-whoever will

serve as the sponsor, usually male PAP) (please download form from http://www.vfs-uk-

ph.com/

Records Unit of ICAB Central Authority / Foreign Adoption Agency Prospective Adoptive Parents

CLIENT STEPS


PROCESSING TIME

PERSON RESPONSIBLE

Endorses to ICAB the

acceptance of the Placement

Proposal FAAs/CAs

Processes the child’s pre-travel

documents: 1. Issuance of

Placement Authority and legal documents to

FAAs/CA

Processing Fees:

US$ 2,000.00 (single child

placement) US$

3,000.00

10 working days

*Placement Authority is

signed by the Alternate Chair of

DSWD.

Social Worker/Record

s Unit




44

(sibling groups placement)

Pre-travel fees

(amount varies depending

on child’s CCA location and

receiving country immigration

requirements

Pre-travel fees ranges from

US$100-1,000.00 per child

depending on the visa fees required by

the receiving country immigration

policy. All expenses un processing

the travel documents of the is

charged to this fund.

Submission

of child’s passport photos from

the Child Caring Agencies

2. Prepare and submit

passport application form and supporting

documents at the Department of Foreign Affairs

1 day Admin. Staff;

Liaison Officer; Social Worker

Submission

of updated Certificate of Authority

Notarial Act (CANA) for cases with

Deed of Voluntary Commitmen

t

3. Submits documents

for Apostille at the Department of Foreign Affairs

*Applicable For children bound to

European countries

1 day Admin. Staff;


Approval of the DFA

passport application

4. Schedule the child’s biometrics

collection at the DFA Office

1,200.00 fee paid to DFA

2 hours Admin. Staff; Liaison Officer;

Social Worker

45

Apostilled Documents from DFA

5. Endorses documents for translation (i.e.

Alliance Francaise) *For children bound

for France

None Fees at

Alliance Francaise varies

depending on the number of

documents being translated

1 day

Documents for translation varies on the

number of documents being

translated

Admin. Staff; Liaison Officer; Social Worker

6. Endorsement to Embassy for

Legalization of Apostilled Documents

For countries who are not signatories to the

Apostille Convention.

None

1 day Liaison Officer;

Release of

Child/ren passport/s; apostilled

documents; translated documents

7. Prepare the visa

application forms and supporting documents. Secure

appointments for visa application/intervie

w for children bound for USA.

None 1 hour Admin. Staff;


8. Coordinate with liaison officer/ FAAs/CAs/ Child’s

custodian about the schedule of Visa medical and for the

submission of visa application.

*Applicable for children bound for USA, Canada, United

Kingdom and Australia only

Visa Medical Fee depends on

the receiving country immigration

policy

1 hour Admin. Staff; Liaison Officer; Social Worker

46

Release of visa medical results

Facilitates and accompanies the child during visa

interview

Visa medical result is release directly from the authorized doctors/ clinics to the respective Embassies

Issuance of the child/ren visa

9. Facilitates registration of Visa at the Commission

of Filipino Overseas (CFO)

400.00 per person paid to

Commission of Filipino Overseas

(CFO)

1 day Social Worker Unit Supervisor Liaison Officer

Office Staff/Clerk

Endorsement of the

Notice of Travel, copy of passport and visa of the child

FAAs/CAs sends the

PAPs Itinerary of Travel

(Entrustment and pre-departure)

Confirms with FAAs/CAs the

schedule of PAPs and child’s Pre-Departure Visit (PDV)


Social Worker Unit Supervisor

Facilitates the actual

PDV

None Within a day Social Worker

PAPs Child/ren

Sends to FAAs/CAs the Notice of Departure of child

and PAPs from the Philippines and requests for the

submission of post placement reports

None Two (2) days Social Worker Unit Supervisor

47

Supervision and Finalization of Child Placement

Step by step procedure starting from the physical transfer of the child to PAPs, who, as

custodian, shall exercise substitute parental authority over the person of the child. Section

45 of the Implementing Rules and Regulations of the Republic Act 8043, the Central

Authority and/or the FAA of the State which the child has been transferred shall supervise

and monitor the placement of the child with the applicants, maintaining communication

with the applicants from the time the child leaves the Philippines up to adoption is

finalized.

OFFICE OR DIVISION: RELATIVE ADOPTION UNIT; FAMILY WELFARE UNIT AND SPECIAL PROJECTS UNIT


TYPE OF TRANSACTION: Government to Government Government to Non-Government Organizations

WHO MAY AVAIL: Prospective Adoptive Parents (PAPs), Department of Social Welfare and Development (DSWD), FAAs and

CAs; Child Caring Agencies

CHECKLIST OF

REQUIREMENTS


Post Placement Reports with

Photos

FAA or CA

Adoption Decree FAA or CA

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PERSON RESPONSIBLE

FAAs/CAs

sends Post Placement Reports

(PPRs)

Reviews

PPRs

None Within 10 days after

receipt of PPRs from Records

Social Worker

Supervisor Division Chief Acknowledges

receipts of PPRs

Shares PPRs to concerned

DSWD-Field Offices or Child Caring

Agencies

Prepares Justification for issuance of

Affidavit of

None Within 30 working days after the receipt of the last

PPRs

Social Worker Unit Supervisor Division Chief

Executive Director

48

Consent to Adoption (ACA) /

Prepares ACA for signature

and notarization

Alternate Chairperson Record’s Officer

Endorses ACA to

FAAs/CAs

None Within 5 working days after

notarization and/or translation/apostille

Social Worker Unit Supervisor

Office Staff Executive Director Record’s Officer

FAAs/CAs endorses the

Adoption Decree / Certificate of

Adoption

Reviews Adoption

Decree / Certificate of Adoption

Acknowledges receipt of

Adoption Decree/ Certificate of

Adoption Shares

Adoption Decree/ Certificate of

Adoption to DSWD- Filed Offices or

Child Caring Agencies

None Within 5 working days after receipt

from Record’s Unit

Office Staff Unit Supervisor

Division Chief

49

POST LEGAL ADOPTION SERVICES shall refer to psycho-social support

services provided to the adoptee, adoptive parents/birthparents by a professionally trained social worker and/or other discipline e.g., psychiatrist/psychologist, etc. after the adoption is legally completed.

Request for the retrieval of adoption information and/or documents by

adoptees, adoptive parents, birth family, and CAs/FAAs

It describes the step by step procedures when adoptees, adoptive parents, birth family, and CAs/FAAs request for retrieval of adoption information and/or documents.

OFFICE OR DIVISION: POST LEGAL ADOPTION SERVICES


TYPE OF TRANSACTION: Government to Government Government to Non-Government Organizations Government to Citizens

WHO MAY AVAIL: Adoptees, Prospective Adoptive Parents (PAPs),

Department of Social Welfare and Development (DSWD), FAAs and CAs;


Post Legal Adoption Services - Client

Identification Form

ICAB website: www.icab.gov.ph

Details of information requested

CLIENT

STEPS

AGENCY ACTIONS FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

Fill-up the Post

Adoption Services-Client

Identification Form and indicate

purpose or reasons for the request/s

Acknowledgement of the request for retrieval of

information/documents Request for lacking

information / documents from adoptees, adoptive parents, birth family, and

CAs/FAAs Retrieval of adoption files

by Records Unit 1. If Minor


upon receipt of the letter from the Records

Section

Within 2 weeks

Social Worker; Unit Supervisor;

Executive Director

50

Request for Psychological Evaluation from a

licensed psychologist to determine the

preparedness of the adoptee to receive information

pertaining to his/her background

2. Adult Adoptee Available

information/documents on file

Endorse the request to the Review Committee (RC) for

review and assessment.

DM shall review the recommendation of the RC

DM shall make his/her decision

Transmittal/endorsement of the adoption records/documents

(Child Study Report, Deed of Voluntary Commitment,

Medical Evaluation Report, among others) to the

requesting party once approved by the Executive

Director. If not available

within 3 working days


Approximately within 3 working days

within 5 working days

within 5

working days

51

Coordinate with the concerned DSWD Field Office or CCA

to obtain the requested information or

documents.

52

Request for Amendment of Birth Certificate

It refers to the new birth certificate that is issued for an adopted child after an adoption

becomes final. The issuance of the amended birth certificate is the function of the Local

Civil Registrar (LCR) where the adoptee was born and the Philippine Statistics Authority

(PSA). ICAB will only facilitate the process in behalf of the adoptee and adoptive parents.



TYPE OF

TRANSACTION

Government to Government

Government to Non-Government Organizations Government to Citizens

WHO MAY AVAIL: Adoptees, Prospective Adoptive Parents (PAPs), Department of Social Welfare and Development (DSWD), FAAs and CAs;


1. Post Legal Adoption Services - Client Identification Form


2. Municipal Form 102 Municipal Local Registrar

3. Certificate of Live Birth Philippine Statistics Authority

4. Apostilled Adoption Decree Department of Foreign Affairs

5. Original copy of the Placement Authority ICAB Records

6. Certification ICAB

7. Processing Fee amounting to $150.00 PAPs/Adoptee

CLIENT STEPS

AGENCY ACTIONS FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSI

BLE

Fill-up the

Post Adoption Services-Client

Identification Form and indicate

purpose or reasons for the request/s

Acknowledgement of the request

for amendment of birth certificate Retrieval of adoption files by

Records Unit.

Register the adoption decree with the Manila Office of the Civil Registrar General (OCRG) by

submitting the following documents:

Apostilled Adoption Decree

$150.0

0

Within 15

working days upon receipt of the letter

from the Records Section

Within 3 weeks

Social

Worker Unit Supervisor

Executive Director

http://www.icab.gov.ph/

53

Original or certified copy of the adoptee’s ICAB Placement Authority

Certification that the adoption passed through ICAB

Copy of the adoptee’s Birth or Foundling Certificate

Endorse to the adoptive parents, adoptee, CA/FAA the copy of the Municipal Form No. 102

Certificate of Live Birth for review of correctness of entries. Should there be no errors in the entries,

the adoptive mother must sign the four (4) blank Municipal Form No. 102 Certificate of Live Birth

Submit the following documents to the Local Civil Registrar (LCR)

where the adoptee was born or originally registered:

Three (3) sets of the Certificate of Registration and certified copy of the

documents issued by the OCRG

Four (4) blank Municipal Form No. 102 Certificate of Live

Birth signed by the adoptive mother

One filled-up Municipal Form No. 102 Certificate of Live

Birth duly reviewed and approved by the adoptive parents

Within 30

workings days

Within 5

working days upon receipt of the

certificate of registration with OCRG

54

Payment of fees to the concerned LCR

ICAB requests for the Security Paper (SECPA) amended Birth Certificate (3 copies) from the PSA

through the ICAB Liaison Officer.

Endorse the amended birth certificate to the DFA Manila for apostille as proof of

authentication. The apostilled SECPA Birth

Certificate will be forwarded to the requesting party/applicant.

Within 15 working days upon receipt

of the transmittal of the

documents from LCR to PSA

Within five (5) working days

Within five

(5) working days

55

Reconnecting with peers/friends/institutional siblings from the same CCA who have been adopted It describes the step by step procedures when adoptees, adoptive parents, and

CAs/FAAs request to Reconnect with peers or friends from the same child caring agency (CCA) and already adopted.



TYPE OF TRANSACTION: Government to Government Government to Non-Government

WHO MAY AVAIL: Adoptees, Adoptive parents, Birth family, Department of Social Welfare and

Development (DSWD), Foreign Adoption Agencies (FAA/CAS)


Post Legal Adoption Services - Client

Identification Form


Name of adoptee and adoptive parents to be contacted

FAA/CAs

CLIENT STEPS


PROCESSING TIME

PERSON RESPONSI

BLE

Fill-up the Post Adoption

Services-Client Identification

Form and indicate purpose or

reasons for the request/s

Aacknowledgement of the request to reconnect with

peers/friends from the same child caring agency

Retrieval of adoption files by Records Unit

Coordinate with the concerned DSWD/CCA providing necessary

information and purpose for the reconnection.

If the peer or friend from the same CCA has been


upon letter from the Records

Section

Within 2 weeks



Social Worker,

Unit Supervisor, Executive

Director

56

adopted, the social worker coordinates with the concerned CA/FAA

providing necessary information and purpose for the reconnection.

Should the CA/FAA provide positive or

negative feedback such will be shared with the requesting party.

upon receipt of the information


upon receipt of the information

57

Birth Country/Homeland Visit/Heritage Tour

Going back to one’s country of birth can help find answers, create a sense of

connectedness to people that share a common heritage and help build identity. It helps recapture as many of the original pieces of life history giving an adoptee a strong foundation towards finding a comfortable meaningful and grounded self.



TYPE OF TRANSACTION: Government to Government Government to Non-Government Agencies Government to Citizen

WHO MAY AVAIL: Adoptees, Adoptive parents, Birth family, Department of Social Welfare and Development (DSWD), Foreign

Adoption Agencies (FAA/CAS)


Post Legal Adoption Services - Client Identification Form


Travel Itinerary

CLIENT STEPS


PAID

PROCESSING TIME

PERSON RESPONSIBLE

Fill-up the Post Adoption Services-

Client Identification Form and

indicate purpose or reasons for the request/s

Acknowledgement of the request for Birth Country Travel/Homeland

Visit/Heritage Tour

Retrieval of adoption files by Records Unit

Coordinate with the concerned DSWD or CCA

for the schedule of visits Arrange scheduled,

planned and supervised activity for minor or adult

None Within 15 working days upon receipt of

the letter from the Records Section

Within 2 weeks


Social Worker, Unit Supervisor, Executive

Director

http://www.icab.gov.ph/

58

adoptees and adoptive parents i.e. visit to the orphanage or center and/or

explore and experience the birth heritage/culture and learn more about their

adoption history. Family Tour – planned

and scheduled visits of the adoptee and adoptive parents in coordination with the DSWD/CCA where the adoptee came from:

Motherland Tour –

these are for adoptees and adoptive parents who are ready to explore and experience the birth heritage/culture and learn more about their adoption history.

59

Search for Birthparent/s or Relatives It describes the step by step procedures when adoptees, adoptive parents, birth family, and CAs/FAAs request to search for birth family or relatives.




Government to Non-Government Agencies Government to Citizen

WHO MAY AVAIL: Adoptees, Adoptive parents, Birth family, Department of Social Welfare and Development (DSWD), Foreign Adoption Agencies (FAA/CAS)


Standard Request The request to search for birth family or relatives by adoptees, adoptive

parents, CAs/FAAs must be made in writing to the Executive Director, Bernadette B. Abejo at Inter-Country

Adoption Board (ICAB), 4th Floor A.N.Y. Building, #38 Timog Avenue, Brgy. Laging Handa, Quezon City

Post Legal Adoption Services - Client Identification Form


Personal History and Biography Questionnaire

Authorization for Release of Information Form

Copy of valid ID

“Adoptee’s First Letter”

CLIENT

STEPS

AGENCY

ACTIONS

FEES TO BE PAID PROCESSIN

G TIME

PERSON

RESPONSIBLE

Fill-up the Post Adoption Services-

Client Identification Form and

indicate purpose or

Acknowledgement of the request for search of birth

family. Request for lacking

information / documents from adoptees, adoptive

None Within 15 working days upon receipt

of the letter from the Records

Section

Social Worker Unit

Supervisor Executive Director

60

reasons for the request/s

parents, birth family, and CAs/FAAs

1. If Minor Request for

Psychological Evaluation from a licensed

psychologist to determine the preparedness of

the adoptee to receive information

pertaining to his/her background

2. Adult Adoptee

Retrieval of adoption files by the Records

Unit and review of all case materials pertaining to the

adoption Refer to the

concerned DSWD and/or CCA to begin

the search. In cases where the

location of the birthmother/family is accessible by land

travel, the social worker shall undertake the

search process:

Within 2 weeks

Within 2 weeks

Within 2 weeks

61

Contact the

DSWD Central

Office, concerned Field Office and

CCA/CPA for the retrieval of records and

other documents that may assist in

the search and for any leads that will help in

the beginning of the search.

Carefully and discreetly make a plan on how to

go about: o Visit to the

last known address of the birthparent/

s and relatives

o Interviewing the birthparent/

s and/or relatives

o Disclosure of the intent to search of

the adoptee

o Securing

permission/

Within 2 weeks

62

consent to share information/

whereabouts of birthparent/

s and/or relatives.

o Possibility of reunion.

DSWD endorses to ICAB the

result of the search

1. Adoptee Review of the

feedback report and supporting documents

Inform Adoptee,

adoptive

parents and CAs/FAAs of the result of the

search Request to fill-

up the Personal History and Biography

Questionnaire and endorsement of

the adoptee’s “First Letter,” and photos to

be shared with the birth family

2. Birth family Acknowledgem

ent of Feedback Report

None Within 15 working days from receipt

of the report

Within 15 working days from receipt

of the report

63

Request to fill-up the Personal History and Biography

Questionnaire, letter and photos to be shared with the

adoptee

Endorseme

nt of the Personal History and

Biography Questionnaire Form

Acknowledgement

of the Questionnaire Form.

Endorse the Questionnaire

Form to the adoptees/birth family through the

concerned DSWD/CCA.

Plan and schedule reunion meeting.

None Within 15

working days from receipt of the report

Upon adoptee’s request for

reunion after the successful

search for birth family

64

Request for Reunion with Birth Parent/s or Relatives Reunion is the reconnection between the adopted and his/her biological parents and/or

siblings. The process takes time and effort requiring psychological preparation for both parties. The biological relation does not guarantee any emotional bond.




Government to Non-Government Agencies Government to Citizen

WHO MAY AVAIL: Adoptees, Adoptive parents, Birth family, Department of Social Welfare and Development (DSWD), Foreign Adoption Agencies

(FAA/CAS)


Standard Request

The request for reunion with birth family/relatives must be made in writing to the Executive Director,

Bernadette B. Abejo at Inter-Country Adoption Board (ICAB), 4th Floor A.N.Y. Building, #38 Timog Avenue,

Brgy. Laging Handa, Quezon City

Authorization for Release of

Information Form


CLIENT

STEPS


PAID

PROCESSIN

G TIME

PERSON

RESPONSIBLE

Submit Authorization for Release of

Information Form to be accomplished

by the adoptee and birth parents

Acknowledgement of the Form.

Secure Approval/Consent from the birth

parents, adoptive parents and the adoptee before

contact and/or reunion with each other can be

arranged.

None Within 15 working days from receipt of

the report

Social Worker Unit

Supervisor Executive Director

65

CA/FAA or adoptive parents and adult adoptee provides

ICAB with the itinerary of travel for the reunion meeting

with the birth family/relatives.

Require adoptee, adoptive parents and DSWD FO/CCA to

give feedback and impression pertaining to the reunion and

clarifications on issues that emerged during the reunion


66

Request for Issuance of Certification of Non-ICAB Adoption Cases

It describes the process for the issuance of the Certification that no adoption application

was processed through ICAB.

OFFICE OR DIVISION: FAMILY WELFARE UNIT; SPECIAL PROJECTS UNIT; CHILD WELFARE UNIT



Government to Business Government to Citizen

WHO MAY AVAIL: All Citizen

CHECKLIST OF

REQUIREMENTS


Adoption Decree, with English translation if applicable

Court who issued the adoption decree

Letter of Request Requesting Party

CLIENT

STEPS

AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

Requesting

Party endorses the request by

letter or verbal for walk-in

clients

Review and

evaluate the documents submitted

None 20 minute Officer of the

Day

Verify with Records the

adoption case.

10 minutes Officer of the Day

Prepare and endorse the

certification that the case was not processed by

ICAB for signature of the Executive Director

10 minutes Officer of the Day

Depending on the availability of the

authorized signatory, the

67

certificate may be available within the day or the

following day. The requesting party is informed when to

pick up.

68

Provision of Medical Assistance to Child/ren

Step by step process to avail the P 10,000.00 medical assistance to child/ren under the

care and custody of the Child Caring Agencies and Government run facilities.

OFFICE OR DIVISION: FAMILY WELFARE UNIT

CLASSIFICATION: Complex

TYPE OF TRANSACTION: Government to Government Government to Child Caring Agencies (CCAs)

WHO MAY AVAIL: Department of Social Welfare and Development (DSWD), FAAs and CAs, Child Caring Agencies

(CCAs)

CHECKLIST OF

REQUIREMENTS


Official Receipts Hospital/Clinic

Letter of Request Requesting Party

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

CCA/RSCC

endorses to ICAB the letter of

request and official receipts

Executive Director

will approve or disapprove the request for

medical assistance.

None 10 minutes Records

Executive Director

Social worker in-

charge of the case of the child will acknowledge and

notify the Child Caring Agency of the decision for the

request.

None 20 minutes Social Worker

For approve

request, endorse the letter of request and official

receipts to the Cash Unit together with request form.

None Social Worker/Cashier

69

Signed request forms with the attachments are

endorsed to Admin. Unit

None 5 minutes Cashier/Admin. Unit

Preparation and submission of Voucher for the

medical assistance

None 10 Minutes Admin Unit

Voucher for signature of the Finance, Budget

Unit and approval of the Executive Director

None 30 minutes Admin/Finance/Budget and Executive Director

Endorse to Cashier for the LD-

DAP ADA or preparation of check

None 20 minutes Cashier

Forward check to the requesting

party or notify that reimbursement is credited to their

account

None 20 minutes Social Worker

70

Accreditation/Authorization of Foreign Adoption Agency (FAA):

This describes the step by step process for the accreditation/authorization of Foreign

Adoption Agency (FAA). An FAA is a State Welfare Agency or licensed and accredited

agency in the country of the foreign adoptive parents that provides comprehensive social

services and is duly recognized by the Board.

OFFICE OR DIVISION: Office of the Executive Director

CLASSIFICATION: Highly Technical

TYPE OF TRANSACTION: Government to Non-Government

Organization

WHO MAY AVAIL: Foreign Adoption Agency


1. License and/or accreditation or authorization from its

government to operate as an adoption agency to carry out inter-country adoptions;

2. Name and qualifications of the members of the Board of Directors, senior officers and

other staff involved in inter-country adoption;

3. Detailed description of its

programs and services, research studies and publications;

4. Audited financial report of the last two (2) years including sources of funds, adoption fees

and charges; 5. Undertaking under oath that it

shall assume responsibility for

the selection of qualified applicants; that it shall comply with the Philippine laws on

inter-country adoption; that it shall inform the Board of any change in the foregoing

information; and shall comply with post adoption requirements as specified by the Board;

6. Agency Manual of Operations;

FAA and their government authority

71

7. Other requirements which the Board may deem necessary;

8. Accreditation/Authorization fee

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBL

E

FAA submits letter

of intention to be accredited/authorized by ICAB

together with the required documents

Reviews the

completeness and accuracy of the documents

submitted

None

Accreditation/

authorization fee is US$3,000.0

0

4 hours SWO V

Prepares a

summary of the documents/Review Form as

reference of the Board in the actual

accreditation/ authorization visit to the FAA

None 1 day SWO V

Board conducts actual

accreditation/ authorization visit to the FAA

None 1 day Board Members

Board prepares written report on

the result of the visit and present the same to the

other Board members for decision


If Board decides to approve, a

Certificate of Authorization will be prepared for

issuance

None Within a day SWO V Admin staff

72

ICAB issues the actual certificate to the concerned

FAA

None Within a day Records Unit

73

Policy Formulation:

The agency process of formulating policy on adoption process and requirements. ICAB

is mandated to prescribe rules and regulations as it may deem reasonably necessary to

carry out the provisions of the Philippine Inter-Country Adoption Law.

OFFICE OR DIVISION: Office of the Executive Director


TYPE OF TRANSACTION: Government to Government or Non-Government Organization

WHO MAY AVAIL: Stakeholders

CHECKLIST OF REQUIREMENTS


Pertinent laws Board resolutions

Guidelines Policy decisions

Record files

CLIENT STEPS


PAID PROCESSING

TIME PERSON

RESPONSIBLE ICAB reviews pertinent laws, existing

guidelines, resolutions, policy decisions on adoption process,

regulations and requirements needing amendment/modification

as deemed necessary

None

1 day or depending on

the review of necessary documents

Board members Executive

Director SWO V

ICAB consults and

coordinates with concerned stakeholders, if needed, on new

adoption policy

None 1 day

Within 15 days for

stakeholders to respond or make

comments

Executive

Director SWO V

Board decides and

issues policy, rules and regulations to stakeholders for

implementation

None 1 day Board members

Executive Director SWO V

74

ICAB monitors the stakeholders’ implementation of policy

and regulations

None Within the year Board Members Executive Director

SWO V

75

Accreditation of Child Caring Agency (CCA)/Child Placing Agency

(CPA) as Liaison Service Agency (LSA)

This describes the step by step procedures of the accreditation of Child Caring Agencies

(CCA) or Child Placing Agency as Liaison Service. The Liaison Service Agency (LSA)

provides assistance to Foreign Adoption Agencies.

OFFICE OR DIVISION: Planning Development Unit


TYPE OF TRANSACTION: Government to Non-Government Organization

WHO MAY AVAIL: Child Caring Agency


1. Letter of Application 2. Description of Programs and

Services

3. List of Officers and staff/personnel and qualifications

4. Audited Financial Statement

of the Child Caring Agency/Child Placing Agency (CPA)

5. Copy of the DSWD License and accreditation

6. Manual of Operations as

CCA/CPA, for renewal (Manual of Operations as LSA

CCA and DSWD

CLIENT

STEPS AGENCY ACTIONS

FEES

TO BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

Submit of Application as LSA with

its supporting documents

Secretariat review the completeness and correctness of the

documents submitted to ICAB

None 1 day PDO 3

ICAB to communicate response to the result

of evaluation of the documentary requirements. If

None 30 minutes PDO 3

76

complete, a schedule of visit will be initiated

CCA/CPA will confirm the

schedule visit of ICAB

Accreditation Visit to LSA

None 1 day PDO3

Preparation of the Feedback Report on the result of the

evaluation of application and accreditation visit to

CCA/CPA

None 1 day PDO3

Submit the report for

approval of Division Chief and Executive Director

None 1 day PDO3

Presentation of the Report for their

decision

None 30 minutes Division Chief

Certificate of Permit to

Operate and Board Resolution signed by the Board during its

presentation

None 20 minutes Board Members

and Executive Director

The signed Certificate

of Permit to Operate and Board Resolution transmitted to Office of

the Alternate Chair to ICAB for signature


and Executive Director and PDO3

Endorsement of the signed Certificate of

Permit to Operate to CCA/CPA

None 30 minutes Records Unit

77

Implementation of Capacity Building Package for Inter-Country

Adoption Program

It describes the step by step procedures on the implementation of the Capacity Building

Package for Inter-Country Adoption Program for social workers involved in foster,

residential care and adoption programs.

OFFICE OR DIVISION: Planning Development Unit (PDU)



Government to Non-Government Organizations

WHO MAY AVAIL: Social Workers from Local Government Unit, Department of Social Welfare and Development (DSWD), Child Caring Agencies


Work and Financial Plan Training Module Training Proposal

Planning Development Unit

CLIENT

STEPS

AGENCY ACTIONS FEES

TO BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

PDU convene a meeting to prioritize

and discuss the proposed targets of Regions for the ICA

Training Program.

None 3 hours Technical Working Group

and PDU

Review the existing

training module and prepare the capacity building proposal

and endorse for approval of the Division Chief and

Executive Director

None 1 hour PDO III

Review and approve

the proposed training module and proposal.

None 1 day Division Chief &

Executive Director

78

Endorse the following to Admin Unit:

1. Request for quotation

2. Training

Proposal for the Special Order for the

Cash Advance

None PDU Admin. Unit

Participants are to register to the online

link provided by ICAB

Letter of invitation to participate is sent to the DSWD Regional

Office. Provide the link for the online registration.

Invitation are sent 3-4 weeks prior to the

actual training

None 30 minutes PDU Admin. Assistant

Resource

Speakers confirm attendance to

the training and provide details of the

schedule; mode of transportation;

preferred schedule of flights for

regional training

Letter of Invitation is

sent to Resource Speakers

None 30 minutes PDU Admin.

Assistant; PDO 3; Admin

Endorse to Admin Unit the ff:

1. List of Resource

Speakers and training team for the Travel Order

2. Preferred schedule of

None 1 hour PDO 3; Admin Assistant; TWG

79

flights with I.D/mode and schedule of

transportation for NCR and nearby provinces for

schedule of pick up and drop off.

Submission of Application for CPD Program at

Professional Regulatory Commission (PRC)

None 1 hour PDO 3; Admin Assistant; TWG

Preparation of Training Kits,

Memorandum of Agreements for the Resource Speakers

and other Materials

None 2 hours PDU Admin. Assistant

Finalization of

Training Participants and Rooming List

None 1 hour PDU Admin

Assistant and Admin Unit

Notification to DSWD of the final venue of the training and

program of schedule

None 1 hour PDU Admin Assistant

Conduct of the

Training Proper

None 3 days PDU Admin

Assistant; Training Team; Resource

Speakers

Preparation of

Training Evaluation Report

None 1 day PDU Admin

Assistant and PDO 3


None 1 day PDU Admin Assistant

80

Technical Assistance to Foreign and Local Stakeholders

ICAB provides technical assistance by way of lectures and/or email regarding request for

clarifications on Republic Act 8043 and its implementing rules and regulations. Case

conferences and consultative meetings/dialogues are likewise undertaken.

OFFICE OR DIVISION: Office of Executive Director; PLAS, SPU, CWU, PDU, FWU and RAU



Government to Citizens

WHO MAY AVAIL: Government Agencies; Non-Government

Agencies, Foreign Adoption Agencies, Central Authorities,


Letter of Request /Letter of Invitation

Requesting Party

CLIENT STEPS


PROCESSING TIME

PERSON RESPONSIBLE

Requesting Party send

the letter of invitation

The Executive Director review,

evaluate and assigned the staff who will attend the

requested seminar, training, workshop, conferences, and

meeting.

None 10 minutes Executive Director

Records endorse the

letter of request/invitation to assigned staff.

None 5 minutes Records

Request for travel shall be forwarded to

the Admin. Unit for the preparation of Travel Authority and

booking of flights

None 5 minutes Assigned staff who will travel; Admin

Unit

For international

meetings requiring plane tickets, coordinate with

None 25 minutes Assigned staff who

will travel; Admin Unit; Staff

81

Admin Unit for the booking of flights.

Complete travel documents

Sent to the Budget, Accounting and Cash Unit for the processing of per diem for local travel and daily subsistence allowance for foreign travel.

None 20 minutes Assigned staff who will travel; Budget, Accounting and

Cash Unit,

Attendance to

meeting, conference, workshop etc.

None Depending on the

number of days required by the agency

Social Worker

Preparation and submission of

feedback report and liquidation of cash advance.

None 1 day Social Worker

82

Preparation and Submission of Reportorial Requirements

Step by step procedures in the preparation and submission of reportorial requirements

of ICAB to the various government agencies.

OFFICE OR DIVISION: Planning Development Unit



WHO MAY AVAIL: Department of Budget and Management (DBM); AO25; DSWD; DAP; ARTA, COA, PCW


Memorandum Circulars Letter of Request

Department of Budget and Management (DBM); AO25; DSWD; DAP; ARTA, PCW

CLIENT

STEPS

AGENCY ACTIONS FEES

TO BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

Memorandum Circulars, Letter of

Request to submit the required

reports

Review and evaluate the communications

None 10 minutes PDO3

Prepare outline and

draft content of survey questionnaire, policy issues,

manual, SONA commitments, Accomplishment

Reports for GAD and Agency Accomplishment

Reports (Physical and Narrative), Cue Cards for Budget

Hearing

None 2 hours each

report

PDO3

83

Review existing data and references for inclusion in the

reports

None 1 hour PDO3

Submit to Division

Chief and Executive Director and/or Unit Head for review and

input.

None 1 hour Unit Heads and

Executive Director

Finalize and submit

survey questionnaire, policy issues, manual, SONA

commitments, Accomplishment Reports for GAD and

Agency Accomplishment Reports, Cue Cards

for Budget Hearing *Submission of

Reports have to be submitted on or before the deadline

set by the requesting agencies

None 30 minutes each

report

PDO 3

84

85

Receiving and Distribution of Communication or Documents from

External Sources

All communication and documents from external sources delivered through the postal office,

courier service, messengers or sent through electronic mail are received and recorded by the

designated personnel in the Records Unit before being distributed to concerned unit/office for

information and/or appropriate action.

OFFICE OR DIVISION: Record Unit


TYPE OF TRANSACTION: G2G-Government to Government; G2B-Government to Business; G2C- Government

to Citizens

WHO MAY AVAIL: All Government Agencies; Non-Government

Organizations (NGOs), All Partner Agencies – Public and Private (Central Authorities; Foreign Adoption Agencies)


None None

CLIENT STEPS


PAID

PROCESSING TIME

PERSON RESPONSIBLE

Send or deliver

communication or documents through post

office, courier service, messengers or

by email

1. Receive

communication or documents from external sources

through email, courier service or messenger and

print those received by email

None 10 minutes Administrative

Assistant II

Secure the signed Receiving

Copy

2. Stamp date received and encode details of

the communication or documents in the

Incoming Tracking Sheet and Incoming Logbook

None 10 minutes Administrative Assistant II

3. Forward the communication or

None 5 minutes Administrative Assistant II/

86

documents to the Secretary of the Office of

Executive Director (OED).

OED Secretary

4. Forward the communication or documents to the

Executive Director


5. Review and

evaluate the communication or documents and

indicate instructions to the concerned

unit/office for appropriate action

None 30 minutes Executive

Director

6. Forward the communication and documents

with notation instruction of the Executive Director

to the Records Unit


7. Record notation and instructions of ED in the

Document Tracker for Incoming Communications

and Forward the documents to concerned Unit

Heads (FWU, CWU, SPU, RAU, PLAS, PDU,

ADMIN & FINANCE) for appropriate action

None 10 minutes Administrative Assistant II – Records Unit

87

Remittance of Taxes Withheld

Taxes withheld from employees and suppliers of goods and service for the month are

remitted to Bureau of Internal Revenue not later than the 10th day of the following month

through the BIR Electronic Filing and Payment System (e-FPS).

Office or Division: Accounting Unit

Classification: Complex

Type of

Transaction:

G2G - Government to Government

Who may avail: Bureau of Internal Revenue (BIR)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

None

CLIENT


FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Prepare working paper of taxes withheld for the month and forward to

Accountant III for review.

None 1 day Administrative

Assistant III

-Accounting

Unit

Receive the

taxes

withheld

through the

e-FPS.

2. Review the working

paper, then file/pay the taxes withheld through the e-FPS of the BIR and

forward the documents to Administrative Assistant III.

None 1 hour Accountant III

-Accounting

Unit

3. File and keep track of tax remittances and related documents.


Assistant III

-Accounting

Unit

88

Filing of Annual Tax Returns

Summary of taxes withheld for the current year are filed with the Bureau of Internal

Revenue not later than January 31st of the following year though the BIR e-FPS.


Classification: Simple

Type of Transaction: G2G - Government to Government

Who may avail: Bureau of Internal Revenue (BIR)


None


FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Gather and review

the working papers

of monthly tax

remittances.

None 2 hours Accountant III

Accounting Unit

Receive the

annual taxes filed

through the e-

FPS.

2. File the taxes

withheld through

the e-FPS for the

BIR.


Accounting

Unit

3. Forward the

filed/paid working

papers of annual

tax returns to

Administrative

Assistant II.

None 15 minutes Accountant III

-Accounting

Unit

4. Record and file the

annual tax returns

and other

documents.


Assistant III

-Accounting

Unit

89

Preparation and Submission of Cash Utilization Report

Monthly Cash Utilization Report is a report submitted to the Department of Social Welfare

and Development (DSWD) every 5th day of the following month. This report shows the

amount of disbursement for the month.

Office or Division: Cash Unit

Classification: Highly Technical

Type of Transaction: G2G – Government to Government

Who may avail: DSWD


None


FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

DSWD, as the

mother agency

requires ICAB to

submit the Cash

Utilization Report

monthly on or

before the 10th

day of the

following month.

1.Record all the

disbursements of

the agency in the

Checks and Advices

to Debit Account

Disbursement

Record.

None 2 hours

Administrative

Assistant

Cash Unit

2. Prepare the Report of Checks Issued and LDDAP-ADA Issued.

None 4 hours Administrative

Officer V

Cash Unit

3. Review the report

and affix signature.

None 5 minutes Administrative Officer V

Cash Unit

eMail the report. 4. Submit the report to DSWD Central

Office.

None 5 minutes Administrative Assistant

Cash Unit

90

Preparation and Submission of Monthly Report of Collections and

Deposits

All government agencies are required to prepare and submit monthly reports to Bureau

of the Treasury (BTr) not later than the 5th day of the following month.




Who may avail: Bureau of the Treasury (BTr)


None


FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

DoF thru the

Bureau of the

Treasury (BTr), as

a regulatory

agency requires

ICAB to submit

the Monthly

Report of

Collections and

Deposits (MRCD).

1. Extract and

Prepare Financial

Information and

other data from

the Report of

Collections and

sign the reports.


Officer V

Cash Unit

2. Prepare

Transmittal Letter

and forward to

approving

officials.


Assistant

Cash Unit

3. Sign Transmittal

Letter.

None 30 minutes Executive

Director

Receive the

reports.

4. Submit all the

reports and

documents to BTr

NCR.

None 3 hours Administrative Assistant

Cash Unit

91

Processing of Payment of Claims for Delivered Goods and Services

The process includes the payment of water and electric power consumption, purchased

supplies, materials, and equipment, security, consultancy, manpower, and other

professional services, rentals of building and equipment, repairs and maintenance, venue

and hotel accommodations for trainings and seminars, general and other services.

Office or Division: Administrative Unit and Finance Units


Type of

Transaction:

G2B/G2G – Government to Business / Government to

Government

Who may avail: Suppliers of Goods and Services


Disbursement Vouchers (4 Copies, duly

signed in Box A as per ICAB Delegation of

Authority)

Administrative Unit

Duly Signed/Approved Obligation Request and Status/ Budget Utilization Request and

Status

Budget Unit

Billing Statement/ Sales Invoice Supplier/Service Provider

Distribution List; Attendance Sheet; After Activity Report; Certification of Services

Rendered

End-User (Division/Office/Unit)

Inspection Report; Notice of Award

(Philgeps); Notice to Proceed; Notice of Award; Signed Purchase Order/ Contract; Signed Obligation Request; Complete BAC

Resolution; Abstract of Quotation/ Bids; Request for Quotation; Philgeps posting (Invitations); Documents from suppliers –

Philgeps Registration Number; Mayor’s Permit/ Business Permit; Income Tax Return/ Business Income

Return; Omnibus Sworn Statement; BIR COR (for Consultancy); APP (Highlighted);

BAC Secretariat

92

Approved Purchase Request; Approved

Project Proposal


FEES

TO

BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

Submit billing statements to ICAB

1. Receive the billing

statements

2. Verify and validate the

billing statements

received and gather all

the required and

necessary documents to

support the billing for

the preparation of the

Disbursement Voucher

(DV)

3. Forward the DV

together with the

complete supporting

documents to

Accounting Unit

4. Receive the DV, check

the computation and

verify the completeness

of the supporting

documents

5. Forward the DV to the

Budget Unit

6. Receive DV and

supporting documents

None

None

None

None

None

None

5 minutes

10 minutes

5 minutes

5 minutes

5 minutes

3 minutes

Records Unit or the Admin. Unit

Office Staff – Admin Unit

Office Staff-Admin. Unit

Admin. Asst. III-Accounting Unit

Office Staff-Accounting Unit

Admin Asst. III-Accounting Unit

Office Staff-Accounting Unit

Administrative Officer V

Budget Unit

93

and verify legality,

validity correctness and

completeness of


for issuance of

ORS/BURS

7.Record in the logbook and assign serial number in ORS/BURS based on the control log book

None 2 minutes Administrative Officer V Budget Unit

8. Check the claims as to

fund availability and

purpose.


Officer V Budget Unit

9. Encode the ORS/BURS

and indicate the proper

MFO/P/A/P, account

codes and amount in

the respective columns

and approve/sign the

document.

None 10 minutes

Administrative


10. Forward the DV and

ORS/BURS including


to the Admin. Unit or

the Operations Unit for

signature

None 2 minutes

Administrative


Admin. Officer

V-Admin. Unit

Division Chief –

Operations

Division

11.Forward the DV with signed ORS/BURS

from the Admin Unit or the Division Chief of the Operations Unit to the

Accounting Unit

None

5 minutes

Office Staff –

Admin.

Unit/Operations

Division

94

Office Staff-

Accounting Unit

12. Receive the DV and prepare BIR Tax Form,

if pplicable and submit DV for approval

None 5 minutes Office Staff-Accounting Unit

13. Receive and. Review DV, double check supporting documents and computations and assign DV number based on the excel file and data tracking system then Affix signature on Box C and on the BIR Forms 2306/2307, if applicable

None 5 minutes

Accountant III

Accounting Unit

14. Encode the signed DVs in the Accounting/ ICAB Data tracking system and forward to Office of Executive Director for approval.

None 15 minutes Administrative Assistant Accounting Unit

15. Receive and record

DVs with supporting

documents in the

logbook.


Assistant Office of the Executive

Director

16. Approve and sign DV on Box D.

None 1 hour Executive Director

17. Forward the signed DVs to FAD-Cash unit for preparation of check or LDDAP-ADA

None 5 minutes Administrative Assistant III-

Accounting Unit

95

18. Receive signed DV None 2 minutes Office Staff or Administrative

Assistant IV Cash Unit

19. Record Approved DVs

in the database for

Disbursement of

Checks and LDDAP –

ADA disbursement

Record

None 5 minutes Administrative Officer V Cash Unit

20. Prepare and sign

Check or LDDAP-ADA

/FinDES/BillerDES and

ACIC


Officer V Cash Unit

21. Forward LDDAP-ADA

to Accounting Unit and

Check/ACIC to

approving official.


Assistant Cash Unit

22. Receive/record

LDDAP-ADA in the

Log-Book and

forward to Accountant

III.

None 5 minutes

Administrative Assistant

Accounting Unit

23. Sign LDDAP-ADA.

None 5 minutes Accountant III Accounting Unit

24. Forward signed LDDAP-ADA to approving official.

None 5 minutes Administrative Assistant Accounting Unit

25. Approve Check/ACIC and LDDAP- ADA.

None 1 hour Executive

Director

26. Forward signed

Check/LDDAP-ADA

/FinDES/BillerDES/

ACIC to Cash Unit.

None 5 minutes Administrative Assistant Office of

Executive

Director

96

27. Receive and record

approved and signed

Check/LDDAP-

ADA/FinDES/BillerDES

and ACIC.

None 5 minutes Administrative Assistant Cash Unit

28. Record transactions

into the Warrant

Register and encode

all DVs in the RCI and

LDDAP-ADA Issued.


Assistant Administrative Officer V

Cash Unit

29. Forward ACIC and

LDDAP-ADA to Land Bank of the Philippines.


Assistant Cash Unit

Receive the

payment

through the

bank account.

30. Credit account of payees in the LDDAPADA through LBP. Inform the client or

Administrative Unit of

the check payment

available for release.

None 1 day (after

24 hours)

Administrative Assistant Cash Unit

Receive the

check and issue

Official Receipt.

31. Issue check to concerned payee or authorized

representative.


Assistant

Cash Unit

Issuance of BIR

Forms for taxes

withheld.

32. Issue BIR Forms

2306/2307.


Cash Unit

97

Preparation and Submission of the Annual Agency Budget Proposal The Philippine government requires all national government agencies to prepare and submit an annual agency budget proposal pursuant to the requirements of the yearly National Budget Memorandum issued by the Department of Budget and Management.

Article VI, Section 29 of the Philippine Constitution states that, “No money shall be paid by the Treasury except in pursuance of an appropriation made by law.” The annual agency budget proposal shall be submitted in accordance with the annual budget

calendar of the DBM.

Office or Division Budget Unit

Classification Highly Technical

Type of Transaction G2G – Government to Government

Who May Avail Department of Budget and Management (DBM)


National Budget Call Department of Budget and Management

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Issue Budget Call through a

Budget Memo. Circular.

1. Attend budget forum and secure

for a copy of the Budget Call.

None 6 Hours Administrative Officer V-

Budget Unit

Receive copy of the report through OSBP

Receive the

OSBP generated hard

2. Prepare, encode and submit thru the Online

Submission of Budget Proposal (OSBP) using

Budget Preparation (BP) Forms 201- A, B,

C, and D the prior year’s obligations for Personnel

Services (PS), Maintenance and Other Operating

Expenses (MOOE), Financial

Expenses (FE) and Capital Outlay (CO).

None 4 Hours Administrative Officer V – Budget Unit

Executive Director III

98

copy of the report

Submit one (1) hard copy of the report to the

DBM.

3. Coordinate with

the DBM on the TIER 1 Budget Ceiling

None 1 Day Administrative

Officer V – Budget Unit

4. Attend planning workshop for the

preparation of the tentative Work and Financial

Plan on the proposed Programs,

Activities and Projects (PAPs) for the

succeeding year

None 3 Days Administrative Officer V –

Budget Unit PDO III

Division Chief & Unit Heads of

Operations

5. Prepare TIER 2

Proposals on PAPs not considered in

TIER 1 level



PDO III

6. Consolidate,

review, and prepare TIER 1 and TIER 2 budget proposal

None 3 Days Administrative


Receive the agency budget

proposal through the OSBP

7. Encode and submit the

budget proposal using the prescribed

Budget Preparation (BP) Forms through

the On Line Submission of Budget Proposal

(OSBP) to the DBM

None 3 Days Administrative Officer V –

Budget Unit

99

8. Print, sign and approve three (3) hard copies

of the online generated budget proposal

None 1 Day Administrative Officer V – Budget Unit

Accountant III

PDO III Executive

Director III

Receive two (2)

hard copies of the agency budget

proposal

9. Submit two (2)

hard copies of the approved online generated

budget proposal to the DBM



Office Staff

100

Preparation and Submission of Budget Execution Documents

All government agencies shall submit three (3) Budget Execution Documents (BEDs). These documents are as follows: BED 1 – Financial Plan, BED 2 – Physical Plan, and

BED 3 – Monthly Disbursements Program (MDP). Budget Execution Documents are prepared upon the approval and release of the National Expenditure Program (NEP) pertaining to the proposed budget for the following year. BED 1 or Financial Plan is

prepared based on the approved budget reflected in the NEP, BED 2 or Physical Plan pertains to the performance indicators and targets the agency plans to achieve based on the approved budget, and BED 3 or the Monthly Disbursements Program is prepared

based on the scheduled implementation of the proposed agency programs, activities, and projects as well as the scheduled payment of procured goods and services. BEDs are

required to be submitted to the DBM on or before November 15 of the current year.


Classification Highly Technical


Who May Avail Department of Budget and Management (DBM)


National Expenditure Program

Department of Budget and Management

CLIENT STEPS


PAID

PROCESSING TIME

RESPONSIBLE PERSON

Issuance of the

DBM Circular Letter indicating the

guidelines in the preparation and the timeline

in the submission of the Budget

Execution Documents (BEDs)

1.Preparation of the

work and financial plan based on the approved budget

pertaining to the following year

None 5 Days Division Chief –

Operations and Unit Heads in consultation with

the Administrative Officer V-Budget

Unit

2. Preparation of the schedule of agency

activities and the procurement plan

None 1 Day Division Chief – Operations

Unit Heads

101

3. Preparation of BEDs

BED 1- Financial Plan BED 3 - MDP

BED 2 – Physical Plan

None

1 Day

Administrative Officer V – Budget Unit

PDO III

Receive BEDs through the URS

4. Encode and submit the BEDs using the Unified Reporting

System (URS) of the DBM

None

3 Days Administrative Officer V – Budget Unit

PDO III

5. Print, sign and approve two (2) hard copies of the URS

generated BEDs

None

1 Day Administrative Officer V – Budget Unit

PDO III

Executive Director III

Receive one (1) hard copy of the URS

generated BEDs

6. Submit one (1) hard copy of the approved/signed URS

generated BEDs

None

1 Day Administrative Officer V – Budget Unit

Office Staff

102

Preparation and Submission of Quarterly Budget and Financial Accountability Report (FAR)

The Philippine government requires all government agencies in the Executive Branch to

prepare and submit monthly and quarterly Financial Accountability Reports for fund monitoring purposes. These accountability reports show the agency’s updated appropriation, allotment, obligation and disbursements on a monthly and quarterly basis

during the year. The Budget Unit is required to submit FAR 1, FAR 1-A and FAR 1-B on a quarterly basis while the Accounting Unit is required to submit FAR 4 on a monthly basis and FAR 5 on a quarterly basis. The Financial Accountability Reports are submitted for

transparency, accountability and decision making purposes.


Classification Complex


Who May Avail Department of Budget and Management (DBM) Commission on Audit (COA)


Budget Circular Department of Budget and Management


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Issue DBM

Circular prescribing the guidelines and

timeline in the preparation and submission of

the Financial Accountability Report (FAR)

1. Issue Request for

Obligation Slip (ObRS) for every Disbursement

Vouchers (DV), Purchase Orders (PO) and

Contracts in process on a daily basis

None 10 Minutes/

DV, PO and Contract

Administrative


2. Sign and approve ObRS

None 30 Minutes Administrative Officer V –

Budget Unit Administrative

Officer V – Admin. Unit

Division Chief – Operations Div.

103

3. Maintain Registry of Allotment, Obligation, and

Disbursements (RAOD) and Registry of

Budget Utilization and Disbursement

(RBUD) for Personnel Services, MOOE,

and Capital Outlay per expense

classification and per Program, Activities and

Projects on a monthly basis

None 2 Hours per week


4. Posting of obligated allotment in the

RAOD and RBUD on a monthly basis

None 2 Hours per week


5. Prepare monthly Statement of

Allotment, Obligation, and Balances (SAOB)

None 2 Hours Administrative Officer V –

Budget Unit

6. Consolidation of monthly SAOB on

a quarterly basis

None 3 Hours Administrative Officer V –

Budget Unit

7. Encode the

allotment received and the total quarterly

obligated allotment and disbursements

using the Unified Reporting

None 8 Hours Administrative


104

System (URS) of the DBM

Receive the on line submission of the FAR

8. Submit online FAR 1, FAR 1-A and FAR 1-B

through URS to DBM

None 1 Hour Administrative Officer V – Budget Unit

9. Print, sign and approve four (4) hard copies of the

URS generated FARs

None 2 Hours Administrative Officer V – Budget Unit

Executive Director

Accountant III

Receive hard copies of the URS generated

FARs

10. Submit hard copies of the URS generated

FARs to DBM and COA

None 1 Day Administrative Officer V – Budget Unit

Office Staff

105

Filling-up a Vacant Position

Office or Division: Administrative Unit


Type of Transaction: G2C – Government to Citizen G2G – Government to Government

Who may avail: All interested Filipino applicants Office/Unit where the vacancy exists

CHECKLIST OF REQUIREMENT WHERE TO SECURE

For Applicants:

Application letter addressed to the ICAB

Executive Director

Applicant

Duly accomplished Personal Data Sheet (PDS) (CS Form No. 212, Revised 2017) with recent passport-

sized picture and CS Form No. 212 Attachment-Work Experience Sheet

Civil Service Commission Website (www.csc.gov.ph)

Authenticated Copy of Certificate of Eligibility/Rating/License

Civil Service Commission Website (www.csc.gov.ph)

Certificate of relevant trainings and

seminars attended (to be submitted upon schedule of exam and interview)

Accredited learning and development

institutions

Copy of duly signed Individual Performance Commitment Review (IPCR)

HR/Personnel Office

Photocopy of Transcript of Records Department of Education (DepED),

Commission on Higher Education (CHED) recognized institution, college or university

For Hiring Unit:

Duly Approved Authority to Hire Head of Agency

Updated Job Description Hiring Unit

Exam questionnaire Hiring Unit

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSI

BLE

106

Unit where vacancy

exists – submit the duly approved authority to hire

1. Received the

authority to hire and check for

completeness of information

None 5 minutes HRMPSB /

Administrative Unit

2. Prepare notice of vacancy

and Request for Publication in the CSC,

DSWD and ICAB Website and bulletin

boards

None 1 hour HRMPSB / Administrati

ve Unit

3. Post and publish vacancy

None 10 calendar days

CSC Regional / Field Office, ICAB

Website and premises

Applicant – submit

application letter and other required documents

4. Received the

application letter and other

documents and inspect for completeness

None 5 minutes HRMPSB /

Administrative Unit

5. Assess and

evaluate applications vis-à-vis the

qualification standards of the vacant

position

None 5 days HRMPSB /

Administrative Unit

6. Call up shortlisted applicants for

None 1 day HRMPSB /

Administrati

ve Unit

107

exam and

interview

7. Administer exam and conduct

background investigation

None 3 days HRMPSB /

Administrati

ve Unit

8. Prepare and send regret

letter to applicants not included in the

shortlist

None 1 day HRMPSB /

Administrati

ve Unit

9. Check answer sheets and consolidate exam results

None 4 hours HRMPSB / Administrative Unit

10. Conduct

interview and deliberation of shortlisted

applicants

None 2 days HRMPSB

Chairperson and Members

11. Prepare Minutes of the Meeting of the

deliberation and recommend

result of evaluation of applicants to

the Head of Agency and Appointing

Authority for final selection and approval

None 1 day HRMPSB Chairperson and

Members

12.Approve

resolution

None Depends on

the availability of the

Appointing

Authority / Head of Agency

108

Appointing

Authority

13.Inform selected candidate to

submit requirements. Prepare &

send regret letter to candidate not

selected

None 2 hours HRMPSB / Administrative Unit

Applicant – submit documentary requirement to

support appointment

14. Receive documentary requirements

for appointment and inspect for authenticity

and completeness

None 1 hour HRMPSB / Administrative Unit

15. Prepare appointment

documents of selected candidate and

affix signature on all documents

- Appointment Transmittal and Action Form (CS Form No.

1, Revised 2017) (electronic file

stored in USB or sent thru email plus 2

printed copies)

None 1 hour Administrative Officer V

– Administrative Unit

109

- Appointment Form (CS Form NO. 33-A, Revised 2017)

- Personal Data Sheet (PDS)

- Original copy of the

authenticated certificate of eligibility

- Position Description Form (DBM-

CSC Form No. 1, Revised 2017)

- Oath of Office (CS Form No.

32, Revised 2017)

- Certification of Assumption to Duty (CS Form

No. 4, s. 2017)

16. Issue appointment

None Depends on the availability of the

Appointing Authority

Appointing Authority / Head of

Agency

17. Furnish appointee with

the approved appointment papers and

advise to assume the position

None 1 day Administrative Officer V

– Administrative Unit

Applicant – Assume

the Position

18. Post List of

Newly Hired/Promoted Employees

None 2 hours Administrati

ve Officer V –

110

Administrati

ve Unit

19. Submit appointment to CSC for

validation and attestation (within 30 days

from issuance of appointment)

None 4 hours Administrative Officer V –

Administrative Unit

111

112

Request and Retrieval of Files, Documents and Records

Request for retrieval of files, documents and records from the Operations, Admin and

Finance

Office or Division: Records Unit

Classification Simple

Type of

Transaction:

G2G – Government to Government

Who may avail: ICAB Officials and Employees

CHECKLIST OF

REQUIREMENTS WHERE TO SECURE

None None

CLIENT STEPS

AGENCY ACTION

FEES

TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Fill up Requisition Slip

1. Receive and review requisition slip and evaluate if the

personnel is allowed to receive the documents, files or

records, especially for confidential adoption records

None 5 minutes Administrative Assistant / Document

Custodian

2. Locate and retrieve the documents, files

or records

None 5 minutes (for Active

Files)

1 hour

(for Old Records or Closed Files

as it will be retrieved in the Storage /

Archives)

Administrative Assistant /

Document Custodian

3. Certify the document

as certified true copy or as controlled copy (if requested)

None 10 minutes Records Officer

/ Document Controller

Sign the Borrower’s

4. Endorse the borrowed document,

None 5 minutes Administrative Assistant/

113

Card and receive the document,

file or records

files or records to the requestor.

Document Custodian

5. File the Requisition

Slip and Borrower’s Card


Assistant/ Document Custodian

Return the document,

files or records and sign the

Borrower’s Card

6. Receive the borrowed document, files or

records and check the physical condition of the file or records


Document Custodian

7. Fill up the Requisition Slip and the Borrower’s Card

indicating the date the files or records was returned

None 5 minutes Administrative Assistant/ Document

Custodian

8. Return and restore the files or records on

the filing cabinets or compactors in the storage area


Document Custodian

Issuance of Official Receipt and Deposit of Collection

114

All government agencies are required to issue official receipts and to deposit the collections to the Bureau of the Treasury. The ICAB issues Official receipts for collections in the form of cash and checks directly from Prospective Adoptive Parents (PAPs) or

through the Foreign Adoption Agencies (FAAs) received through mail including unused cash advances issued to ICAB officials and employees (who have been designated as Regular or Special Disbursing Officers). Official receipts are issued for other

miscellaneous receipts such as payment of bidding documents, proceeds on sale of f ixed assets and the like.




Who may avail: Records Unit, ICAB Officials and Employees


Order of Payment FAD - Accounting Unit


FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

Submit Order of Payment to Cash Unit together with check ($/P) or the cash amount in exchange for Official Receipt.

1. Receive the Order of Payment together with the

check ($/P) or cash amount, prepare and issue

Official Receipt.

None

10 Minutes

Administrative Assistant Cash Unit

2. Record the transaction in the Cash Receipts

Register and Report of Collections and

Deposits.

None 5 Minutes Administrative Assistant Cash Unit

3. Prepare

transmittal letter to the BTr for Dollar Collections


Assistant Cash Unit

4. Prepare Deposit Slipsand List of

Collections for Peso collections.

None 10 Minutes Administrative Officer V

Cash Unit

115

5. Deposit the collection to the account of Bureau

of the Treasury maintained in Land Bank of the

Philippines (LBP) East Ave. Br.


Cash Unit

6. Remit Dollar Collections to the BTr – National

Collection Accounting Division


Cash Unit


Cash advances are granted to ICAB officials and employees who are designated as

Special Disbursing Officers (SDOs) in the conduct of various activities, programs or

116

projects. It is required under government rules and regulations that cash advances must

be liquidated immediately after the purpose for which has been used. Any excess amount

is refunded, duly receipted, and deposited to the Bureau of the Treasury.






Cash Disbursement Record Concerned Official/Employee

Duly signed Liquidation Report Concerned Official/Employee

Duly signed Report of Disbursement Concerned Official/Employees

Approved Summary of Expenses; Approved Project Proposal, Approved PR/IAA/CEP, Official Receipts,

Attendance, Highlights/Minutes of the Training/Meeting, Canvass of 3 suppliers (for P1,000.00 and above), Certificate of Expenses not Requiring Official Receipt, Payroll, and other pertinent documents supporting the expenses incurred

Concerned Official/Employee


FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

Record

Disbursements in

the Cash

Disbursement

Log Book

1. Prepare Summary

of Expenses and

Report of

Disbursement or

Liquidation Report

None 1 hour Special Disbursing

Officer Cash Unit

Submit the Report

of Disbursement

or Liquidation

Report together

with the Payroll or

Approved

Summary of

Expenses and all

supporting

2. Receive the Report

of Disbursement or

Liquidation Report

and all the

supporting

documents.


Accounting Unit

117

documents to

Accounting Unit.

3. Record the documents received in the DTS and forward to Administrative Officer II.


Accounting Unit

4. Review the

supporting

documents,

prepare and print

Order of Payment,

for any amount to

be refunded, affix

initial, and forward

to Accountant for

final review.

None 2 days Administrative Assistant

Accounting Unit

5. Review and sign

the documents and

Order of Payment, if

any.

None 1 day Accountant III

Accounting Unit

6. Forward the Order of Payment to the Cash

Unit for collection

from the concerned

employee.


Assistant

Accounting Unit

7. Inform the

concerned

employee on the

approval of

liquidation and


Assistant

Accounting Unit

118

amount for refund

to Cash Unit, if any.

119

Preparation and Submission of Financial Reports All government agencies are required to prepare and submit monthly/quarterly financial

reports to Commission on Audit (COA) not later than the 10th day of the following month. For year-end reports, the deadline is on the 2nd Week of February of the following year

considering the other adjustments needed for the closing of books.




Who may avail: Commission on Audit (COA)


None

CLIENT


FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Prepare and encode in

General Ledger in excel file the Journal Entry Vouchers (JEVs) for the recording of NCA Received, Office

Supplies Used, Remittance of Tax withheld, and other transactions needed for the month like adjusting entries,

receipt of office supplies from procurement, etc.

None 1 hour Accountant III-

Accounting Unit

2. Prepare and Submit to the Accountant the

Disbursement Journals (ADA and Checks) issued for the month

based on the summary of Disbursement submitted to the

Accounting by the Cash Unit on or before

None 4 hours Admin

Assistant III-

Accounting

Unit

120

5th day of the following

month

3. Prepare and Submit to

the Accountant the Cash and Checks Receipt Journal based

on the Reports of Cash and Checks Received by the Cash Unit on or

before 5th day of the following month

None 1 hour Admin

Assistant III-

Accounting

Unit

4. Check and Verified the

Disbursement, Cash and Checks Journals.

None 1 hour Accountant III-

Accounting Unit

5. Encode in the General Ledger in

excel file the summary of entry from the Journals.

None 1 hour Accountant III

-Accounting

Unit

6. Encode the Liquidation Reports (LR) received from

the SDO/Employees if there’s any.


-Accounting

Unit

7. A monthly trial balance will be created based on the ending balance

of all accounts in the General Ledger.


-Accounting

Unit

8. Financial Reports (Statement of Financial Position, Statement of

Financial Performance, etc.) will be made quarterly.


-Accounting

Unit

9. Submit all the reports and documents to COA Resident Auditor.


Assistant III

-Accounting

Unit

121

Preparation and Submission of Monthly Report of Checks Issued and Monthly

Report of Collections and Deposits

All government agencies are required to prepare and submit monthly reports to the

Commission on Audit (COA) not later than the 10th day of the following month.


Classification: Technical


Who may avail: Commission on Audit through ICAB’s Accounting Unit


None


FEES

TO BE

PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

COA, as a

regulatory agency

requires ICAB to

submit the

Monthly Report of

Checks Issued,

Report of ADA

Issued, Report of

Collections and

Deposits on or

before the 5th day

of the following

month to the

Accounting Unit.

1. Extract Financial

Information and

other data from the

Summary of

Checks and Advice

to Debit Account

Disbursement

Record; and Report

of Collections

Logbook.

None 2 days Administrative Officer V

Cash Unit

2. Prepare Financial

Reports.

None 2 days Administrative

Officer V Cash Unit

3. Sign Reports. None 30 minutes Administrative Officer V Cash Unit

122

4. Collate/File Financial

Documents

None 4 hours Administrative Assistant Cash Unit

Receive the

reports.

5. Submit all the

reports and

documents to

Accounting Unit.

None 1 hour Administrative Assistant Accounting Unit

123

Issuance of Requests for Certificate of Employment and

Other Personnel Records






Log requests at the official logbook Administrative Unit

For Separated Officials and Employees:

Duly signed clearance from money,

property and work-related accountabilities

Administrative Unit

For Authorized Representative:

Authorization Letter, valid ID Administrative Unit

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBL

E

Log requests at the official logbooks

1. Check the requests for completeness

of information

None 2 minutes Administrative Officer V – Administrative

Unit

2. Retrieve the 201 or the Service

Record file.


Unit

3. Prepare and print the documents

being requested


Unit

4. Sign Certification or

the documents requested

None 10 minutes Administrative Officer V –

Administrative Unit

124

5. Inform the

requesting party that the document is

available


Officer V – Administrative Unit

Claim/receive the certification or documents

requested and acknowledge receipt by signing in the

duplicate/receiving copy

6. File the duplicate / receiving copy

in the employee 201 file


Unit

125

Issuance of Common Office Supplies (On Stock)




Who may avail: All ICAB Units and Employees


Duly Signed/Approved Requisition and Issue Slip (RIS)

Requesting ICAB Unit

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submit Requisition

and Issue Slip (RIS) to the Administrative Unit (AU)

1. Received and

check correctness of RIS as to

prescribed format and completeness

of information


Assistant IV (Property Custodian) –

Administrative Unit

2. Determine availability of requisitioned

items. If not available, returns RIS to

requesting unit/employee to replace RIS

with Purchase Request (PR).

None 5 minutes Administrative Assistant IV (Property

Custodian) – Administrative Unit

3. Update the corresponding

stock cards.

None

5 minutes

Administrative Assistant IV

(Property Custodian) – Administrative

Unit

Inspect issued items if in conformity with RIS, signs “Received

Issue the requested

Administrative Assistant IV (Property

126

by” portion and return

RIS to the AU-Property Custodian

supplies and

materials

4. File RIS for

recording purposes, basis for

updating inventory monitoring

sheet and for the preparation of monthly report

to be submitted to the Accounting

Unit

None

30 minutes

Custodian) –

Administrative Unit

127

Processing of Requests for Procurement of Goods and Services

(Day-To-Day Procurement)




Who may avail: ICAB Units / Office


Approved Purchase Request Originating Unit / Officer

Approved Project Proposal Originating Unit / Officer

Technical Specifications and Schedule of Requirements

Originating Unit / Officer

Annual Procurement Plan / PPMP Originating Unit / Officer

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submit Purchase

Request (PR) with complete specifications of

items requested, Project Proposal, if applicable

1. Receive PR and

supporting documents, index the PR

and assign PR number.



6. Sign the

“Certified” portion of the PR

Signature for Funds Availability

Approval of the PR by the Head of

the agency

None

None

None

10 minutes

15 minutes

15 minutes

Administrative


Admin Officer V-Budget Unit

Executive Director

3. Prepare Request for


128

Quotations

(RFQs - 3 copies)

Administrative

Unit

4. RFQs for distribution to

suppliers or send via email

None 3 days Administrative Assistant V –

Administrative Unit

Submission of RFQs from suppliers

5. Preparation of Abstract of

Canvass (AOC) after receipt of the RFQs


Administrative Unit

6. Prepare Petty

Cash Voucher (PCV) after determining which supplier

to buy the items requested.


Assistant V – Administrative Unit

7. Purchase items None 2 days Administrative Assistant V –

Administrative Unit

8. Inspection – prepare

Inspection and Acceptance Report (IAR)

None 1 hour Administrative Officer V –

Administrative Unit

Inspection Committee

Acceptance of the requested items

9. Release of the requested

items


Administrative Unit – for signature

End User

Sign PAR or ICS

10.Prepare Property

Acknowledgem

None 30 minutes Administrative Assistant IV

(Property

129

ent Receipt

(PAR) for equipment and Inventory

Custodian Slip (ICS) for issued SEI.

Custodian) –

Administrative Unit

Receive a copy of

PAR or ICS

11.Release SEI /

Property and sign the ICS/ PAR


Assistant IV (Property Custodian) –

Administrative Unit

Requesting Unit/Employee

12.Receive/file the signed PAR/ICS as

basis for updating the PPE or semi-

expendable inventory sheet

None 3 minutes Administrative Assistant IV (Property

Custodian) – Administrative Unit

13. Prepare Summary of

Expenses and Receipts

Liquidation/ Replenishment/ Reimbursement

None 30 minutes Administrative Assistant V –

Administrative Unit

Accounting Unit

130

Leave Administration






Application for Leave Form (CS Form No. 6, Revised 1998)

Administrative Unit

Application for Sick Leave Filed in advance, exceeding 5 days or half-

day sick leave:

Medical Certificate Government/private physician

Application for leave for 30 calendar days or more:

Clearance from money, property and work-related accountabilities (CS Form

No. 7, series of 2017)

Administrative Unit

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submit duly accomplished

Application for Leave form and supporting documents, if

applicable

1. Received the application for

leave and check for completeness

of information

None 5 minutes Administrative Assistant IV –

Administrative Unit

2. Retrieve the employee leave card,

process leave application as to kind, nature

and propriety and certifies leave credit

balance and record leave application in

None 5 minutes Administrative Assistant IV – Administrative

Unit

131

the employee

leave card.

3. Return the leave application

with certification of leave credits

to the employee

None 2 minutes Administrative Assistant IV – Administrative

Unit

Submit application for leave to the

immediate supervisor for approval

4. Review, recommend

approval/disapproval of leave application

None 30 minutes Head of unit concerned

Submit application for leave to the

Executive Director for approval

4. Approve / Disapprove

leave application

None 30 minutes Executive Director

Furnish copy of leave application duly

signed by the Executive Director to the Administrative

Unit

5. Received duly approved

leave application and keep copy

for 201 file

None 5 minutes Administrative Assistant IV –

Administrative Unit