ADMINISTRATIVE AND FINANCIAL GUIDELINES

The guidelines presented below are provided for your reference in the
preparation of your respective 2020 OPCRs.

ADMINISTRATIVE GUIDELINES

On Compliance to Good Governance Conditions

1. Maintain/Update Transparency Seal (TS) which shall include the following:

1.1.1 Agency's mandate and functions; names of its officials with their
position and designation, and contact information;

1.1.2 Annual Financial Reports;

1.1.3 DBM Approved Budget and Corresponding Targets for FY 2020;

1.1.4 Major Projects and Programs, Beneficiaries, and Status of

Implementation for FY 2019;

1.1.5 Annual Procurement Plan (APP) posted and submitted to oversight

agencies within the set deadline:

 FY 2020 APP Non-CSE – shall be submitted to the GPPB on or

before January 31, 2020 per Section 7.3.5 of the 2016 Revised
Implementing Rules and Regulations of RA 9184. The same
should be posted on the agency Transparency Seal page;

 FY 2021 Indicative APP for Common-use Supplies and

Equipment (CSE) – shall be submitted to PS-DBM on or before
the deadline in the prescribed format of PS-DBM. The same shall
be posted on the Agency Transparency Seal page on or before
the deadline set by the Inter-Agency Task Force on
Harmonization of National Government Performance Monitoring,
Information and Reporting System;

 FY 2021 APP Non-CSE – shall be posted on the Agency

Transparency Seal page not later than the deadline set by the
Inter-Agency Task Force;

1.1.6 Quality Management System (QMS) Certification to ISO 9001:2015

issued by any of the certification bodies (CBs) accredited by the
International Accreditation Forum (IAF) members or similar
standards relating to Total Quality Management (TQM), of at least
one (1) core process or frontline service;

1.1.7 System of Agency Ranking Delivery Units for FY2018 PBB;

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 1.1.8 The Agency Review and Compliance Procedure of Statements and
Financial Disclosures; and

1.1.9 The Final People's Freedom to Information (FOI) Manual signed by

head of agency; Agency Information Inventory; 2017 and 2018 FOI
Summary Report, and 2017 and 2018 FOI Registry.

2. Post/Update the PhilGEPS posting of all Invitations to Bids (ITBs) and

Awarded Contracts pursuant to the Government Procurement Reform Act
(RA 9184).

2.1 Invitations to Bids (ITBs) for seven (7) calendar days starting on the date
of advertisement;

2.2 Notice of Award (NOA) within three (3) calendar days from its issuance
to the winning bidders;

2.3 Copy of the Notice to Proceed (NTP) and the approved contract shall be
posted in the PhilGEPS and the website of the Procuring Entity within
fifteen (15) calendar days from the issuance of NTP.

3. Maintain/Update the Citizen's or Service Charter with emphasis on the

President’s directive to reduce processing time of all public transactions with
government, and ensure accessible and convenient delivery of services to
the public.

On Compliance to Procurement Requirements

4. Submission of the results of FY 2018 Agency Procurement Compliance and

Performance Indicators (APCPI) System to GPPB-TSO with the following
forms: (1) APCPI Self-Assessment Form; (2) APCPI Consolidated
Procurement Monitoring Report; (3) APCPI – Procurement Capacity
Development Action Plan; and the Questionnaire on or before the deadline
set by the GPBB copy furnished the Procurement Division, AS.

5. Submission of Certificate of Compliance on Early Procurement Activities for

at least fifty percent (50%) of the eligible Procurement Projects consistent
with the National Expenditure Plan (NEP) FY 2020.

On Human Resource Management

6. All vacant positions as of October 15, 2019 shall be filled up by December

2019.

OFFICE VACANT POSITION

Central Office 46
Regional Offices 29
Provincial Offices 56
RTCs/PTCs 99 (68 are newly created)
TAS 301

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 TOTAL 531

7. Agencies may engage the services of new Contract of Service and Job Order
workers through individual contract and renew existing individual contracts
until December 31, 2020.

8. The existing qualified COS and JO workers shall be considered for

appointment by the government agencies to their vacant positions subject
to existing Civil Service Law and rules and agency CSC-approved Merit
Selection Plan.

9. The maturity level of TESDA's PRIME-HRM shall be elevated from level 1 to

level 2 within the 1st semester of 2019.

10. Learning and development programs shall be implemented from 2019-2020

using the TESDA Human Resource Development Plan 2019-2022. Said
plan was formulated based on the result of the Training Needs Analysis
conducted in 2018.

13. Regional Offices shall receive Php200,000.00 each for their learning and
development activities for 2019 subject to submission of the Region’s
Learning and Development Plan as a result of the training needs analysis.
Additional funds may be secured upon submission of the Training Program
Monitoring Report, and the Terms of Reference (TOR) for the program
requiring augmentation fund, subject to the approval of the National Human
Resource Development Committee (NHRDC).

13. Application documents for foreign scholarship programs shall be processed

and endorsed to the sponsoring organizations on or before the prescribed
timelines.

14. Teambuilding exercises may be conducted in 2020 subject to existing Civil

Service Commission(CSC) guidelines and availability of funds.

15. The National Human Resource Development Committee (NHRDC) shall

identify the next high potential successors (HPS) as part of the TESDA
Succession Program.

16. A Competency-Based Leadership Assessment Program (CLAP) shall be

facilitated by the Development Academy of the Philippines for selected HPS.

17. Per Memorandum from the Executive Secretary dated January 3, 2018 on
'Directives Applying to Foreign Travels of all Government Officials and
Personnel in the Executive Department', foreign travel shall only be allowed
if it satisfies the criteria stated below:

17.1 The purpose of the trip is strictly within the mandate of the requesting
government official or personnel;

17.2 The projected expenses for the trip are not excessive; and

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 17.3 The trip is expected to bring substantial benefit to the country.

18. Foreign personal or private travel without cost to the government shall only
be allowed if appropriate travel authorization is obtained from his/her
agency, has accomplished the requisite leave forms and his/her absence
shall not hamper the operational efficiency of the office, a certification shall
be issued by the head of concerned office with regards to latter.

On General Services

19. All TESDA Operating Units shall continue to implement the TESDA Green
Programs (e.g. designation of smoking areas, waste segregation).

20.Updates/ Green Program reports shall be submitted to the GSD, AS every

quarter for monitoring of green program implementation.

21.TESDA Regional/Provincial Offices and TESDA Technology Institutions are

encouraged to adopt a Building, Equipment and Vehicle Maintenance Plan
for their respective areas of jurisdiction.

22. In response to the Director General’s call to adopt a corporate identity

program, a standard template for the TESDA stationery, per Memorandum
no. 378, series of 2018 dated 10 December 2018, shall be used for
communications to internal and external customers. However, in view of
the limitation on the use of the TUV SUD logo, only the TESDA
COROPO shall use the said template. Further, said template shall be
used only until a more comprehensive guideline in the standardization and
application of TESDA logo under the corporate identity program is approved
for implementation by the Director General. As such, all TESDA operating
units are advised to maintain only a limited number of the printed TESDA
stationery described under Memorandum no. 378.

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FINANCIAL GUIDELINES

General Guidelines

1. The Annual Cash-Based Budgeting shall remain in effect until the

Department of Budget and Management (DBM) introduces a new system.

1.2 Limits incurring contractual obligations and disbursing payments, to

goods delivered and services rendered and inspected within the
fiscal year.

1.3 Payment can only be done within 18-month period; contracts awarded
at the end of the FY can be paid during the 6-month EPP

2. The total budget of the region and various offices at the Main Office shall be
based on their respective 2020 NEP, pending approval of the 2020 GAA.

3. Program-based budgeting shall be based on KRAs, KPIs and PPAs.

4. The FY 2020 budget shall be based on the actual cash requirements

(monthly/quarterly)

Specific Guidelines

1. The FY 2020 MOOE budget shall be based on the actual cash

requirements needed to implement the P/A/Ps of the various offices at
the COROPOTI levels, in view of the continues adoption of cash-based
budget.

2. The budgetary requirements of P/P/As shall initially be based on the FY

2020 (NEP) budget levels but shall be adjusted in consideration of the
budget utilization rate (BUR) computed as disbursement over cash program
for the year ended 2019.

3. The level of cash-based budgetary requirements shall be consistent with the

targeted outputs for the month/quarter.

4. The Central Office shall provide for the funding source for the following
programs such as but not limited to: a) Staff Development Programs; b)
Institutional/corporate events c) Performance-based awards; and d) other
special programs/projects subject to the approval of the DG.

5. The Central Office shall continue to download to the Regional Offices the
amount earmark for Special Projects (e.g. – Training-Cum Production) and
based on the actual utilization rate in FY 2019.

6. For the Central Office Allocation, a corresponding Sub-ARO and Notice of

Transfer Allocation (NTA) shall be released to ROs based on the approved
QMs. The Regional Office Allocation shall be utilized first before the Central
Office Allocation is downloaded.

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7. Strict adherence to the “No Overdraft” policy on the respective Offices’
budget shall be observed.

10. Equitable distribution and allocation of regional office and central office
operating unit (OU) MOOE budget shall be based on the following:

10.1 Prior to the distribution of the FY 2020 regular MOOE budget, the
region/ central office OU shall use the actual FY 2019 utilization as
basis in the computation of FY 2020 budget per PPAs.

10.2 For 2020, the central office OU shall be allocated the amount
aggregated from the programs they have lined up in their respective
Program-Based Budget Matrix.

10.3 The regional office shall adopt the Administrative Services (AS)
classification on the sizes of the Provinces: Small, Medium and Large.
This classification of the provincial offices is the result of the study
conducted.

10.4 The regional office shall set aside and deduct from the total regular
MOOE budget the cost components stated below. The FMS shall do
the same for the central office.

10.4.1 Fixed and Mandatory Expenditures – The 2020 budget for

these expenditure items shall not exceed the average amount of
obligations incurred for the year (2019).

 Utilities (Water and Electricity)

 Communications (landline phones, cellular phones, internet
and cable connections)
 Office Rental, if applicable
 Janitorial and Security Services
 EME of the Head of Office
 Fidelity Bond Premiums
 Vehicle Registration and Insurance Premiums

10.4.2 Employees Welfare Benefits as authorized under the CSC

approved PRAISE

 The Regional and Central Office shall earmark P25,000.00

for each of their respective employees (per CNA)

10.4.3 The Regional office shall likewise earmark the following

allocation for its R/PTC (depending on size classification):

Indicative Minimum Allocation

Small Medium Large
Center
RTC Php700K Php850K Php1.0 M

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 PTC Php500K Php600K Php700K

11. The RO/PO/TCs shall provide five (5) percent for the maintenance/repair of
the facilities from their respective share of the regular MOOE.

12. The distribution of the net ROs MOOE budget (less: Fixed & Mandatory
Expenditures) to OUs shall likewise take into consideration the following
factors:

11.1 Performance-based (Physical and Fund Utilization as of December

2019) – 50%

11.2 The distribution of the Physical targets for FY 2020 (Small, Medium
and Large classification of OUs – 50%

13. Below are the levels of monthly ceilings for cellular phone charges. Billings
in excess of the monthly ceilings shall be charged against the extraordinary
and miscellaneous expenses of the official concerned.

Level Monthly Ceiling

DG Php15,000.00
DDGs 5,000.00
Executive/Regional Directors / Chief of Staff 4,000.00
(or its equivalent in designation)
Provincial/ District/ Asst. Directors 3,500.00
(or its equivalent in designation)
TAS Administrators 3,500.00
Division Chiefs (or its equivalent in designation) 2,000.00
RTC Chiefs 2,000.00
PTC Heads 1,000.00
The entitlement of other personnel authorized 1,500.00
by the Director General

14. The provision for each Office relative to the fuel/gasoline expenses every
month will depend on its actual utilization in FY 2019. For FY 2020, a
“gasoline fleeting” scheme shall be adopted. Operating units shall therefore
facilitate the engagement of a fuel provider, for the use of fleet card as
follows:

Level Type of Fleet Card

DG  Driver - the card is registered under the name of
DDGs the driver. This is usually recommended for users
Chief of Services who operate several cars; and
for Administration/  Vehicle - the card is registered to a particular
Motor pool vehicle. The vehicle can be fueled regardless of
the driver.

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 Executive/Regional  Vehicle - the card is registered to a particular
Directors / Chief of vehicle. The vehicle can be fueled regardless of
Staff the driver; and
(or its equivalent in  Driver-Vehicle - the card limits one card to only
designation) one car and one driver.
Provincial/ District/  Vehicle - the card is registered to a particular
Asst. Directors vehicle. The vehicle can be fueled regardless of
(or its equivalent in the driver.
designation)

15. Below is the monthly ceiling for allocation of gasoline consumption. Any
excess in the monthly ceiling/ allocation of gasoline consumption shall be
charged against the extraordinary and miscellaneous expenses of the
official concerned where the vehicle is assigned.

Monthly Ceiling
Level (in liters)
DG 1,000
DDGs 400
Executive/Regional Directors /Chief of Staff 350
(or its equivalent in designation)
Provincial/ District/ Asst. Directors 300
(or its equivalent in designation)
TAS Administrators 300
RTC Chiefs 200
PTC Heads 100
All other service vehicles Based on actual needs
and consumption

16. The use of landline phones shall be limited to official business transactions.
Whenever possible, the use of the internet as a medium for long distance
communication in lieu of long distance calls shall be encouraged.

17. Catering services shall be limited to institutional/ major events,

management meetings, SDPs, and meetings involving external partners.
Maximum per capita cost for snacks and meals shall be as follows:

Nature of Events Snacks Meals

Internal Events Lunch Dinner
Breakfast
Regular Meetings (e.g. Php150.00 Php Php Php 250.00
Office, Cluster, Inter- 150.00 300.00
Cluster, ExCom, etc.)
SDP/ 150.00 150.00
Seminar/Workshops 300.00 250.00
NDC/GDC/AdCon and 250.00 200.00 350.00
Institutional Events (e.g. 450.00
Anniversary Celebration,
Int'l. Hosting/Visits, etc.)
TESDA Board Meetings 250.00 200.00 350.00
450.00

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 External Events
International Meetings 450.00 700.00 700.00
(ASEAN, etc.) 800.00

Note: Accommodation
shall be within Php2,500-
3,000.00 range
Meetings/ SDPs held 300.00 250.00 350.00
outside TESDA 500.00

18. Official local travel to destinations beyond the 50-kilometer radius from the
permanent official stations shall be allowed the following expenses:

18.1 Transportation and Miscellaneous Expenses

18.1.1 The allowable transportation expenses and reasonable

Miscellaneous expenses (e.g. terminal fees, parking
fees, road tolls, etc.) from the permanent official stations
to the destination or place of assignment shall cover the
following areas:

a. From the office or residence to the point of embarkation

and vice versa.
b. From the point of embarkation to the point of
disembarkation in the place of destination and vice
versa; and
c. From the point of disembarkation to the point of
destination or place of assignments in the field and vice
versa.
18.1.2 The transportation expenses and reasonable miscella-
neous expenses shall be in addition to the daily travel
expenses.

18.1.3 Personnel concerned shall not be entitled to transporta-

tion expenses for the entire trip or protion of such trip
where government vehicle was used.

18.1.4 If a private vehicle is used, no reimbursement of the cost

of gasoline and fuel shall be allowed. The official or
employee concerned, however, is entitled to the equiva
lent cost of the customary mode of transportation.

18.1.5 As a general rule, only ordinary public conveyance or

customary mode of transportation shall be used.

18.2 Daily Travel Expenses

18.2.1 The maximum allowable DTE of government personnel,

regardless of rank and position, shall be at the following
rates:

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 DESTINATION MAXIMUM
DTE
Regions I, II, III, V, VIII, IX, XII, XIII and Php 1,500
Cluster I
BARMM
Cluster II Regions CAR, VI, VII, X and XI Php 1,800
Cluster III Regions NCR, IV-A and IV-B Php 2,200

18.2.2 Claims for payment of DTE shall not require presen-

tation of bills and receipts.

18.2.3 The allowable DTE shall be based on the following

apportionment:

PERCEN
PARTICULARS TO COVER
TAGE
Day of arrival at point of Hotel /lodging (50%),
destination (regardless of time) meals (30%) and
100%
and succeeding day/s thereof incidental expenses
on official business. (20%)
Day of departure for permanent Meals (30%) and
official station (regardless of incidental expenses
50%
time) if other than date of (20%)
arrival.

18.2.4 Claims for reimbursement of actual accommodation ex-

penses (excluding expenses for valets, room attendants,
laundry, pressing, haircuts and similar services furni-
shed by hotels) in excess of the accommodation compo-
nent fo the DTE may be allowed, but in no case shall
the difference exceed one hundred percent (100%) of
such component of the prescribed DTE rate and only
upon:

a. Submission of certification by the agency head or

authorized representative as absolutely necessary in
the performance of an assignment; and
b. Presentation of bills and receipts. A certification or
affidavit of loos shall not be considered as appropriate
replacement for lost bills and receipts.

18.2.5 To preclude double payment, the corresponding portion

of the DTE shall not be allowed when the fare paid for
transportation includes meals and/or quarters en route,
or where meals and/or lodging are paid for or furnished
by the government or other parties.

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Please be guided further of the following salient provisions in Executive Order
No. 77:

1. Section 6. Travel within the 50-kilometer radius from the permanent

official stations – provides that transportation expenses and DTE may be
authorized provided personnel concerned shall stay in the place of
assignment, subject to other related provisions.

2. Title II – Official foreign travel of government personnel – provides for

guidelines and corresponding allowable expenses for trips outside the
Philippines.

3. Section 13. Clothing allowance – provides for guidelines for the grant of
clothing allowance which was previously suspended indefinitely by
Memorandum Circular 52, series 2003.

4. Section 24. Fund source – provides that funds for local and foreign travels
shall be charged against the appropriation for travelling expenses in the
annual agency budgets.

All disbursements related to travels from March 22, 2019 and onwards should
already be covered under the new rates.

19. The Central Office - FMS shall provide and earmark five (5) percent for the
maintenance/repair of the facilities.

20. The distribution of the CO offices’ MOOE budget shall likewise take into
consideration the (performance-based) Physical and Fund Utilization as of
December 2018.

21. The CO shall earmark a “common fund” for the conduct of various
Institutional Events amounting to P25.0M/year. This shall cover, but not
limited to, the following events: KABALIKAT Award, Idol ng TESDA Award,
Best Regional Office Award, Tagsanay Award, Loyalty Award,
ND/GDC/Administrators Conferences, TESDA Annual Budget
Preparation/Justification/Approval/Execution, other Congressional
Consultative meetings, Sports Fest and Other Recreation Activities,
International Hosting Events, TESDA Anniversary Celebration, Christmas
Celebration and Year-End Award Convocation.

22. Operating Units shall fully implement 30% of the prior years' audit
recommendations as shown in the Report on Status of Implementation of
Prior Years' Recommendations.

23. Strict adherence to the financial report submission schedules and

completeness and accuracy in content is emphasized, particularly
compliance with Quarterly Submission of Budget and Financial
Accountability Reports (BFARs) online using the DBM's Unified Reporting
System (URS) 30 days after end of each quarter, and a weekly reporting
of overall Budget Utilization Rate thru SPMR.

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