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    Date: 2022-07-21 15:39:12.243650


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    Date: 2022-07-28 08:44:46.582182


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    Date: 2022-08-05 11:07:02.603613

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Reimbursement of Courier Services

Requested from GPPB by R. Pillado at 03:39 PM on Jul 21, 2022.
Purpose: Research
Date of Coverage: 06/15/2022 - 07/15/2022
Tracking no: #GPPB-407855687283

Pillado 03:39 PM, Jul 21, 2022

Good day po! I would like to ask if Courier Services of machines are allowed to be reimbursed under Petty Cash which amounts to Php 1,425.00 or does it need to be procured in accordance with RA9184? How about the courier services of documents?

Officer 08:44 AM, Jul 28, 2022

July 28, 2022

Dear Ms. Pillado,

I refer to your letter dated Jul 21, 2022 03:39:12 PM about your request under Executive Order No. 2 (s. 2016) on Freedom of Information in the Executive Branch, for Reimbursement of Courier Services.

In order for us to work further on your request, we need to clarify your query to enable us to respond correctly.

May we respectfully request your confirmation on the following queries, if we understood them correctly:

1. You are inquiring whether your office should procure courier services for the delivery of certain machines and documents; and
2. You are inquiring whether you have to procure even if the amount of courier services is for Php 1,425.00 only.

You may use the reply function on the eFOI portal at, for request with ticket number #GPPB-407855687283, to respond.

During the period of us awaiting your reply, your request will be put on hold. If we do not receive a reply on or before Oct 20, 2022 12:10:26 AM, your request will be closed.

We hope to hear from you at the soonest possible time.

Thank you.


FOI Receiving Officer
FOI Officer

Pillado 01:10 PM, Jul 28, 2022

Hi good day po!

You are correct po. The use of courier service is occasionally and involves a small amount per transaction.

Additionally, the canvassing for possible supplier has been previously conducted, however wala pong sumasaling supplier since maliit lang po ang amount ~30,000.00 for a year.

Given the circumstances above, what steps can we do next in order to still avail a courier service? Can we use the Petty Cash (cash advance or reimbursement) for this, instead?

Hope I have clarified my query po.

Thank you.

Officer 11:07 AM, Aug 05, 2022

August 5, 2022

Dear Ms. Pillado,


Thank you for your request dated Jul 21, 2022 03:39:12 PM under Executive Order No. 2 (s. 2016) on Freedom of Information in the Executive Branch, and your response dated Jul 28 2022 1:10:00 PM on our request for clarification.

Your Request

You inquired whether your office may use Petty Cash Fund (PCF) to avail courier services, which is merely an occasional office need and costs P1,4250.00. 

Response to Request

As you may know, the PCF shall be used only for payment of recurring petty operating expenses for one month, which shall not exceed fifteen thousand pesos for every transaction. It cannot be used for payment of regular office expenses. 

As you have stated, your need for courier services is merely occasional, and the amount involved is only P1,4250.00. While your office has a budget allotment of P30,000 for courier services, your market analysis shows that due to the small amount involved, no supplier in your area will participate in the event of bidding. 

Based on the foregoing representation and in consideration of pertinent government accounting and auditing, the payment using PCF is justified and can be resorted to, as in fact more effective to satisfy your need for courier services than to conduct procurement. 

While we have given such an interpretation, we urge you to consult with your budget officer and finance department for confirmation and guidance on the documentary requirements for PCF.  

For your reference, you may search online Commission on Audit Circular No. 2012-001.  Furthermore, we have attached a copy of the GPPB Procurement Handbook, which is also downloadable on our website at

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Your right to request a review 

If you are unhappy with this response to your FOI request, you may ask us to carry out an internal review of the response by writing to Executive Director, Atty. Rowena Candice M. Ruiz, via the e-mail address at Your review request should explain why you are dissatisfied with this response and should be made within fifteen (15) calendar days from the date when you received this letter. We will complete the review and tell you about the result within thirty (30) calendar days from the date when we receive your review request.  
If you are not satisfied with the result of the review, you then have the right to appeal to the Office of the President under Administrative Order No. 22 (s. 2011).  

Thank you.  
FOI Receiving Officer  
FOI Officer

 Updated 2016 revised IRR of RA No. 9184 as of 15 July 2022_.pdf

Pillado 05:56 PM, Aug 05, 2022

Thank you so much po and more power!
God bless!

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