EXTERNAL CLIENTS. Commercial Claims

Transcription

1 Financial Services External Clients - Commercial Claims Internal Clients - Collateral & Variable Claims - Commutation of Unused Leave Benefits and Separation Gratuity - Morale and Welfare Benefits

2 EXTERNAL CLIENTS Commercial Claims I. System Used and Description: Collateral Claims Payment System (CCPS) - an automated system which caters the processing and payment of Commercial Claims thru Automated Debit Advice (ADA). II. Entitled to Receive: Suppliers/Dealers of PAF III. Requirements: 1. Unit Procurement Request 2. Business Name/DTI (Contracting Company) 3. Certificate of Funding Chargeability 4. Annual Procurement Plan 5. Project Procurement Management Plan 6. OBR/BUR/SAA 7. Certificate of Availability of Funds signed by Chief Accountant (If items procured are aircraft parts and supplies) 8. Acknowledgement Receipt for Equipment ( If items procured are aircraft spares) 9. Invitation To Bid (If bidding) 10. Minutes of Conference (If bidding) 11. Abstract of Bids as calculated (If bidding) 12. Contract Signed by PAF Bidding committee and contracting parties 13. Notice to Proceed (If Shopping/Negotiated) 14. Canvass Proposal (If Shopping) 15. Notice of Award 16. Technical Inspection and Acceptance Report by 520TH ABW ( If items delivered are Quarter Master, Office Supply, Medicine ) 17. Delivered Items Inspection Report by 420TH SW (If items are CCIE and Ammunition) 18. Certificate of Acceptance 19. Notice of Delivery 20. Notice of Receipt

3 IV. Procedure: CCPS Process Flow Chart Commercial Claims Processing STEP OFFICE ACTIVITY DURATION 1 PAF Unit Generate SAA,UPR and CFC 2 PAF PROCO Prepares Notice of Procurement 3 PAF PROCO Deliberates Canvass, Award and Create PO 7-15 days 4 PAF Unit Print OBR ½ day 5 AFAC For JEV 2 days 6 PAF PROCO Procurement Process (time of process varies days with the Mode of Procurement) 7 PAF PROCO Compute Taxes and Print DV 8 AFAC/FAU For JEV 2 days 9 AFFC (BFSO) Pre Audits Hard Copy of Documents vs ½ day System Based Checklist 10 AFFC (MFO) Requests NCA 10 min 11 AF MFO Releases NCA to AFFC 2 Hrs 12 AFFC(DRBr) Preparation and submit Check and ACIC to 2 Hrs LBP 13 LBP Credit Amount to Supplier s Account thru ADA ½ day Note: Payment Process starts in step #9

4 INTERNAL CLIENTS Collateral & Variable Claims I. Description: A. Collateral Claims - refers to payment of performed Special Skill, special assignment and designation of PAF Personnel in the accomplishment of their duties and responsibilities for a certain period. Types of Collateral Claims: 1. Flying Pay (FP) 2. Hazardous Duty Pay (HDP) 3. Radiation Hazard Pay (RHP) 4. Combat Duty Pay (CDP) 5. Instructor Duty Pay (IDP) 6. Parachutist Pay (PP) 7. Air Specialist Pay (ASP) 8. Hardship Allowance (HA) 9. Magna Carta (MC) 10. Cold Weather Allowance (CWA) 11. Additional Subsistence Allowance (ASA) 12. Re-Enlistment Clothing Allowance (RCA) B. Variable Claims - refers to payment attributed to promotion, change in longevity pay and to any kind of regular pay and allowances which are not included in the preparation, processing and payment under the PAF Payroll System within the pay period. Types of Variable Claims 1. Promotion Differential 2. Restored Pay 3. Longevity Pay Differential 4. Fractional Pay 5. Step Increment Differential for Civilian Personnel II. Entitled to Receive: PAF Military and Civilian Personnel

5 III. Requirements: Flying Pay 1. Rated Officers - Certification of Flying Time duly signed by the Director of Operations. COLLATERAL CLAIMS HDP,RHP,CDP,IDP,PP, ASP, HA,MC,CW,ASA RCA 1. Unit Order 1. Reenlistment Unit Order 2. Non-Rated Officers & EP Certification of Flying Time duly signed by the Unit Director of Operations - Renewal Orders of Flying Status (every six (6) months January and July) 2. HPAF Confirmation of order 3. Certification of Actual Performance duly signed by the Unit Commander 2. HPAF Confirmation Order (if photocopy, must be authenticated by of OAFA) 3. Tally sheet (RIV) from 421 st Supermart (Original Copy) Promotion Differential Officer - GO from GHQ, AFP - SO from HPAF (A1C- CMSG) Restored Pay Certification from CPO, AFFC VARIABLE CLAIMS Longevity Pay Differential Officer GO from HPAF EP - Unit Order - HPAF Confirmation Order Fractional Pay Certification from CPO, AFFC Step Increment Differential SO,HPAF Order

6 IV. Procedure: Publication of Order Flow Chart through Finance Collateral Processing System (FiCoPS) (for Collateral Claims) STEP OFFICE/UNIT 1 PAF UNIT 2 BFSO 3 OA-1 4 AFA 5 AFFC (CCPBr) FiCoPS Process ACTIVITY Encode and Print PO for Collateral Claim Validates Electronic PO Vs Hard Copy of PO Validates claim (PAF Wide) Confirmation and Publication of Order Consolidates Confirmed Orders and Unit PO DURATION 2 days 2 days 2 days 2 days 2 days

7 Payment Flow Chart though PAF Variable and Collateral Claims System (PAF VCS) PAF VCS Payment Process STEP OFFICE/UNIT ACTIVITY DURATION 1 PAF Personnel Submits Confirmed order from AFA to AFFC (VCS) in five(5) copies ½ day 2 AFFC (VCS) Encodes Individual Claim 3 AFFC (VCS) Print encoded claims for pre-audit/ evaluation 10 min 4 AFFC (CCPBr) Forwards Orders to AFAC 10 min 5 AFAC Allow or disallow encoded claims and compare with submitted documents 1-4 days 6 AFAC Returns back the Orders to AFFC 10min 7 AFFC (CCPBr) Approves encoded claims and print payroll with designated no. ½ day 8 AFFC (CCPBr) Print Payroll for signature of Chief, CCPBr and Head, Finance Opns Dept 9 AFFC (CCPBr) Payroll grouped according to Batch for request of Fund to AFMFO 10 AFMFO Issues SAA per unit and NCA per payroll number 3-5 days 11 AFFC( MFO) Attach obligation request per unit per SAA and transfer voucher 1-2 days 12 AFFC (DRBr) Chief, DRBr Pre audit obligated VCS payroll 1-2 days 13 AFFC (MFO) Forwards payroll to AFAC pre-audit to certify adequate funds, properly approved, supported by documents legal & proper and account codes proper 5-7 days 14 AFAC Releases payroll to AFFC for Issuance of checks per 3-5 days

8 payroll no. 15 AFFC (DRBr) For Issuance of Check to be signed by EX-O and CO, AFFC 1-2 days 16 AFFC (DRBr) Check is forwarded to CCPBr for deposit slip ½ day 17 AFFC (DRBr) Prepare and submit ACIC to AGDB (LBP) 18 AFFC (CCPBr) Deposit check at LBP with attached database 19 LBP Credits to individual ATM Account Numbers

9 I. Description: Commutation of Unused Leave Benefits and Separation Gratuity A. Commutation Benefit - refers to the sum of money given to PAF Personnel upon retirement from the active service which is the equivalent of the Unused Leave Balances during their active service in the military. B. Separation/Retirement Gratuity - refers to the sum of money given to a Military Officer and Civilian Personnel upon resignation/discharge from the PAF which is the equivalent of the length of Service during their active service in the PAF. II. Entitled to Receive: PAF Military and Civilian Personnel who Compulsory/Optionally Retired, Resigned and Honorably Discharge/Separated from the service. III. Requirements: Commutation of Unused Leave Benefits Officer/EP Civilian Employee 1. Commutation Order 1. DF (From PAFPMC to CAS) 2. Retirement/Resignation/Discharge Order 2. Application for Leave 3. Statement of Service 3. Statement of Last Payment 4. PAF Command Clearance 4. Service Record 5. Military Leave Record 5. Leave Record 6. Statement of Last Payment 6. PAF Command Clearance 7. Statement of Assets and Liabilities 7. Clearances (OAFIG, JAGO, AFPM, AFAC, OESPA) 8. Unit Clearance 9. Statement of Assets and Liabilities Separation/Retirement Gratuity Officer Civilian Employee 1. Resignation Order 1. DF (From PAFPMC to CAS) 2. Statement of Service 2. Application for Leave 3. Ombudsman Clearance 3. Computation of retirement Gratuity from PAFPMC 4. PAF Command Clearance 4. Statement of Last Payment 5. Statement of Last Payment 5. Service Record 6. GHQ, AFP Accounting Clearance 6. Leave Record 7. PAF Command Clearance 8. Clearances (OAFIG, JAGO, AFPM, AFAC, OESPA) 9. Unit Clearance 10. Statement of Assets and Liabilities

10 IV. Procedure: Commutation of Unused Leave and Separation Gratuities STEP OFFICE ACTIVITY DURATION 1 AFFC (VCS) - Received from PGAB complete documents 4-5 days - Verification last payment (CPO Br) - Preparation of Disbursement Voucher (CCP Br - Indexing (CPO Br) - Verification & Sign Disbursement Voucher (CCPBr) - Pre-Audit (CCP Br) - Signed by C, CCP Br and C,CPO Br) - Transmit to A-1 2 A-1 (DMS) - Message Center (Recording) 1-2 days - Recording & Signature (OA-1 DMS) - Signature (OA-1, DPP) - Transmit to AFMFO 3 AFMFO - Receiving (Prepare list for request DBM) 3-4 wks - Sign the list of Actual Retirees (C,MFO) - OSAS Re-Type Ltr request to DBM - CAS-signed transmittal (DF) to CG,PAF - VCG, PAF - CG, PAF Approval of Ltr request - GHQ, MFO Transmittal to CSAFP through SND - GHQ, MFO Ltr Request to DBM - After DBM back to PAF 4 AFFC - Attached Obligation request (signed by C,CPBr and C,MFO 3-5 days AFFC) (MFO) - Voucher for funding signed by C,MFO AFFC - Signature (CO, AFFC) - Courier to AFMFO 5 AFMFO - For Pre Audit with Fund 6 AFAC - Journal Entry Voucher (JEV) 4-5 days 7 AFFC(DRBr) - Preparation of check to be signed by EX-O and CO, AFFC 2 days - Preparation and Submission of ACIC to AGDB (LBP) - Release of Check to claimant

11 Morale and Welfare Benefits I. Type of Claims and Description: A. PAF Mutual Relief System (PAF MRS) - is a system established for the purpose of providing immediate financial assistance to the bereaved dependents of the members amounting to Fifty Thousand Pesos (P 50,000.00). Membership fee amounting to Thirty Five Pesos (P 35,00) is mandatorily deducted to all members who are active in the military service and retired PAF Personnel becomes a Life Time member upon paying the amount of Six Thousand Pesos (P 6,000.00) after retirement from the service. B. PAF Survivor Financial Assistance (PAF SFA)- is the immediate financial assistance for the active PAF Military and Civilian Personnel amounting to Fifteen Thousand Pesos (P15,000.00), in case a dependent dies. Membership Fee Amounting to Forty Pesos (P 40.00) and PAFSFA Additional amounting to Twenty Five Pesos (P 25.00) for those Personnel who are Single/Married that has Brothers/Sisters in the PAF. C. PAF Welfare Fund (PAF WF) - is a revolving fund intended to support the initial financial requirements of PAF Military Personnel under emergency medical situation while in line of duty status and who have no means to support their immediate medical requirements. D. PAF Medical Reimbursement - is a fund intended for the medical reimbursement of PAF Personnel. II. Entitled to Receive: A. PAF MRS Members - PAF Officers, EP, Civilian Employees, Aviation Cadets, P2LT, CS and Retired Military and Civilian Employee with Lifetime Membership B. PAF SFA Members Active PAF Military and Civilian Personnel C. PAF WF Active PAF Military Personnel D. PAF Medical Reimbursement - Active PAF Military Personnel III. Requirements: PAF MRS PAF SFA 1. Death Certificate of the member- authenticated 1. Waiver from Brother/Sister in favor of claimant 2. Certificate of Lifetime Membership - if retired 3. Latest Pay slip of Member if active 4. Marriage Contract- authenticated 5. Birth certificate of Son/Daughter if wife is deceased 6. Receipt from funeral Homes

12 PAFWF Medical Reimbursement 1. Request duly indorsed by Unit Commander 1. Request of claimant 2. Medical Certificate/Records 2. Personal Action Form (110) 3. Medical certificate 4. Clinical Abstract 5. Original Receipts 6. Marriage Contract (If Husband/Wife was claiming) 7. Birth Certificate (Of daughter/son of claimant) 8. Birth Certificate of Claimant (If parents are patient) IV. Procedure: PAFMRS Benefit STEP OFFICE ACTIVITY DURATION Active PAF Personnel 1 Beneficiary/ Submit complete supporting documents to Retired Member AFA(PGAB) Beneficiary Validates all requirements make authority letter to be OAFA (PGAB) 2 signed by the Chief OAFA and transmit to AFFC Prepares Voucher and Check to be Signed by the AFFC (FMBr) 3 Chief, FMBr and CO, AFFC 4 AFFC (FMBr) Release the check to the beneficiary ½ day PAFSFA Benefit STEP OFFICE ACTIVITY DURATION 1 Indorse request signed by the unit commander to PAF UNIT (DP) OAFA/PGAB with complete supporting documents Validates all requirements make authority letter to be OAFA (PGAB) 2 signed by the Chief OAFA Prepares Voucher and Check to be Signed by the ½ day AFFC (FMBr) 3 Chief FMBr and CO, AFFC 4 AFFC (FMBr) Release the check to the member PAF Welfare Fund STEP OFFICE ACTIVITY DURATION 1 PAF UNIT Indorse request signed by the unit commander to AFOCS attached with the medical Certificate of the recipient 2 AFOCS Chief surgeon will evaluate said request 3 OA-1 (DMS) For approval of the Board of Trustees (Board Resolution) ½ day 4 AFFC (FMBr) Prepare Voucher and Check to be signed by CO, ½ day

13 AFFC 5 OA-1 Sign the check Voucher ½ day 6 (Secretary PAF MRS) OA-1 (Chairman PAF Sign Check and Check Voucher ½ day MRS) 7 AFFC (FMBr) Releasing of Check PAF Medical Reimbursement STEP OFFICE ACTIVITY DURATION 1 PAF UNIT Request medical Reimbursement 2 OCSAF Deliberate Request 1 week 3 OA-1(DMS) For Board deliberation 3 day 4 AFRMO For fund Allocation 3 days 5 AFMFO For Release of SAA 3 days 6 AFFC (MFO) For fund Release and preparation of UBR For processing of voucher and checking of 7 AFFC (VCS) completeness of supporting documents 8 AF MFO For NCA 9 AFAC For JEV 2 days 10 AFFC (DRBr) For processing of check to be signed by the Chief, DRBr 11 OA-1 For counter Signature of check 12 AFFC (DRBr) Preparation and submission of ACIC to AGDB ½ day 13 AFFC (DRBr) Release of Check

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