AL-AMANAH ISLAMIC INVESTMENT BANK OF THE PHILIPPINES · 2 I. Mandate: Al-Amanah Islamic Investment...

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AL-AMANAH ISLAMIC INVESTMENT BANK

OF THE PHILIPPINES

CITIZEN’S CHARTER

2020 (1st Edition)

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AL-AMANAH ISLAMIC INVESTMENT BANK

OF THE PHILIPPINES

CITIZEN’S CHARTER

2020 (1st Edition)

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I. Mandate:

Al-Amanah Islamic Investment Bank of the Philippines (AAIIBP) is a universal bank

authorized to perform and provide Islamic banking, financing and investment services pursuant

to R.A. 6848, otherwise known as the Charter of the Al-Amanah Islamic Bank of the Philippines

of 1990.

Mandated to promote and accelerate the socio-economic development of the

Autonomous Region of Muslim Mindanao (ARMM) through banking, financing and participating

in agricultural, commercial and industrial ventures based on the concept of Islamic banking.

II. Vision:

To be the leading and choice Islamic financial institution providing alternative banking

services in response to the emerging global Islamic markets and to promote and accelerate the

socio-economic developments of the Islamic communities in the Philippines by 2022.

III. Mission:

To become a full Islamic Bank and afford Filipinos of the blessings and benefits of Islamic

banking, financing and investment.

To be competitive and significant in the banking industry.

To become a key-player in the global Islamic banking and investment market.

Participate in all phases of development especially in the ARMM and Mindanao.

To serve as arm of the Government in addressing poverty alleviation especially in

Muslim Filipino communities across the country by delivering them the goodwill and

simplistic Islamic banking and financing that are responsive, sensitive and suitable to

their way of life.

To equip Muslim Filipinos with Islamic banking and financial education that can help

them improve their economic condition and make them a significant economic force of

the nation.

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IV. Performance Pledge:

We, the officers and employees of the Al-Amanah Islamic Investment

Bank of the Philippines pledge to:

Treat clients as an essential part of our bank with courtesy and respect;

Provide clients with complete and correct information as promptly as possible;

Personally service client’s concerns until they are resolved to their satisfaction;

Keep client’s personal financial information completely confidential;

Do everything we can to provide clients with a mix of products that works best for their

needs;

Extend the range of Islamic finance to satisfy the needs of the bank’s clients;

Look out for the client’s best interest at all times.

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LIST OF SERVICES

Accounting and Finance Unit 7

Internal Services 7 1. Petty Cash Fund Replenishment Processing 8 2. Processing of Overtime Pay 10

3. Issuance of Payslip 12

4. Last Salary Payment Processing 13

5. Payroll Processing 16

6. Preparation of Monthly Financial Statement 18

7. GSIS/PHIC/HDMF Remittances 20

8. BIR Remittance 22

9. BIR Form 2316 Processing 24

10. Submission of Book of Accounts to BIR 27

11. Processing of Disbursement Vouchers 29

12. Liquidation of Cash Advances 34

13. Interoffice Reconciliation 36

Branch Banking Services Department 38

External Services 38 1. Opening of New Account 39 2. Check and Cash Deposit 43 3. Cash Withdrawal (ON-US) 45 4. Check Encashment (ON-US CHECK) 47 5. Check Encashment (Interbranch) 49 6. Cash Withdrawal (Interbranch) 51 7. PESONET (Sending via Over-the-Counter) 53 8. BaiBithamanAjil Financing (Corporate Accounts) 55 9. BaiBithamanAjil Financing (Sole Proprietorship) 60 10. Car Financing Program 64 11. Al-IjarahMuntahiaBittamleek Financing (Corporate Accounts) 68 12. Al-IjarahMuntahiaBittamleek Financing

(Lease Ending Ownership) 73 13. Micro Ijarah (Sole Proprietorship) 77 14. Micro Murabahah (Sole Proprietorship) 81 15. Al-Murabahah Financing (Corporate Accounts) 85 16. Al-Murabahah Financing (Sole Proprietorship) 89

Branch Review Unit 94

Internal Services 94 1. Conduct Branch Review 95 2. Conduct Customer Survey 98

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Human Resource Management 100

Internal& External Services 100 1. Request for Certification 101 2. Request for Application for Leave 103

3. Hiring, Selection and Recruitment of Personnel 105

4. Request for Monetization 110

5. Resignation/Retirement of personnel 112

6. Filing of Statement of Assets, Liabilities and Networth 116

7. Request for Service Records 118

Investment Banking Unit 120

External Services 120 1. General Islamic Investment Account 121

Information and Technology Unit 127

Internal Services 127 1. System Application Assistance 128 2. Technical Assistance on Computer Related Problems 129 Office of the Corporate Secretary 130

Internal Services 130 1. Request for Copies of Board Resolutions and

Their Supporting Documents 131 2. Issuance of the Requested Pertinent Documents to Any

Third Party or Other Government Official/Agencies, Offices/Departments /or Other Banks. Information Classified as Highly Confidential (Minutes of the Meetings of the Board of Directors and Committees Meetings). 133

Operations Sector 135

Internal Services 135 1. Approval of Report and Request Letter 136 2. Request for Office Order and/or Travel Order within the Authority of Operations Head 138 3. Request for Preparation of Office Order and/or Travel Order outside the Authority of Operations Head 140 4. Approval of Purchase Request and Cash Advance Request To Operations Head 143 5. Approval of Purchase Request and Cash Advance Request To CEO/COO 145 6. Liquidation or Reimbursement of Expense Approved by Operations Head 148

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7. Liquidation or Reimbursement of Expense Approved by CEO/COO 151 8. Procurement of Common-Use Supplies and Equipment through PS-DBM 154 9. Procurement of Common-Use Supplies and Equipment

OutsidePS-DBM through Alternative Mode of Procurement – Shopping 155

10. Procurement through Small Value Procurement for ABC below P50,000.00 157 11. Procurement through Small Value Procurement for ABC amounting to P50,000.00 and above 159 12. Procurement through Alternative Mode of Procurement – Highly Technical Consultants 161 13. Procurement through Alternative Mode of Procurement – Agency-to-Agency 162 14. Procurement through Competitive Bidding (Goods and

Services, Infrastructure Projects, Consulting Services) 163 15. Checkbook Requisition 165 External Services 166 1. Issuance of Bidding Documents 167 2. Submission and Receipt of Bid Proposal/Eligibility Documents 168 3. Request for Reconsideration 169 Treasury Department 171

Internal Services 171 1. Request for Additional GSIS CIV Insurance 172 2. IBCP of Branches via BSP PhilPass 174 3. Fund Transfer VIA RTGS Facilty of BSP 176 4. DBP Remittance 178 5. Cash Assistance of Accounting Department 181 6. Cash Assistance of San Juan Branch 183

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Accounting and Finance Unit

Internal Services

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1. PETTY CASH FUND REPLENISHMENT PROCESSING The petty cash fund shall be replenished whenever the fund balance is reduced to 75% or a predetermined minimum amount.

Office or Division: Accounting & Finance Department (ACCFIN)

Classification: Simple

Type of Transaction: G2G-Government to Government

Who may avail: Petty Cash Custodian

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Petty Cash Replenishment Request (PCRR) Petty cash Custodian

2. Petty Cash Vouchers (PCVs) with attached original receipts.

Petty cash Custodian

CLIENT STEPS

AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit the required documents

1.1 Receives Petty Cash Replenishment Request (PCRR) with the supporting documents.

None 3 hours PCF Officer, Operations

1.2 Verify and check completeness & accuracy of the supporting documents.

1.3 If request is for reimbursement, check if pertinent documents are attached.

1.4 Prepares Petty Cash Fund (PCF) Replenishment Report

1.5 Reviews PCF Replenishment Report (PCFRR) and double checking of figures before printing.

2. Wait and follow up if payment check has been processed.

2.1 PCFRR is forwarded for checking and approval to:

None 2 hours PCF Officer, Operations

a. Accounting and Finance, Acting Head

b. Head of Operations

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2.2 Approved PCFRR is forwarded to Cash Disbursement function.

None 20 minutes PCF Officer, Operations

2.3 Cash Disbursing Officer will prepare a Disbursement Voucher (DV) and indicate the mode of payment - check.

None 2 hours Cash Disbursing Officer, ACCFIN

2.4 Disbursement Voucher is forwarded for approval of:

None 2 hours Designated

Officer, ACCFIN



3. Wait for the release of payment check.

3.1 Receives approved DV and prepares check.

None 2 hours Branch Cashier 3.2 Notifies ACFIN that the check is ready for release.

4. Receive payment check.

4.1 Releases payment check. None 30 minutes Branch

Cashier/Teller

Total None 1 day, 3

hours and 50 minutes

END OF TRANSACTION

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2. PROCESSING OF OVER TIME PAY

Overtime pay is processed and paid whenever there is an approved authority to

render overtime.




Who may avail: All Bank Employee’s need to Rendered Overtime


1. Approved Authority to render overtime

Authorized Officer of the Bank

issue “Authority to rendered

Overtime” to employees.

2. Daily Time Record (DTR) Employees will secure a DTR

from HR Department

EMPLOYEE’S STEPS AGENCY ACTIONS Fees to be paid

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit the

requireddocumen

ts.

1.1 Receive, check and verify submitted documents.

1.2 Prepare the computation of Overtime.

1.3 Print the computation and payroll list.

1.4 Forward to the Acting Head for review and approval.

1.5 Once approved, forward to the Cash Disbursement function.


1.7 Disbursement Voucher is forwarded for approval of: a. Acting Head,

None 1 day AccFin Personnel

Designated Officer, ACCFIN

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Finance Department b. Head of Operations

2. Make follow ups for the status of the overtime pay.

2.1 Receives approved DV and prepares credit memo.

2.2 Notifies ACFIN that the payment is credited to account of the employee.

None

2 hours Branch Cashier

3. Employee may now withdraw or receive overtime pay.

3.1 Releases payment. None 30 minutes

Branch Cashier/Teller

Total None 1 day, 2 hours and 30 minutes

END OF TRANSACTION

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3. ISSUANCE OF PAYSLIP

Employees detailed monthly salary.




Who may avail: All AIB Plantilla Personnel


1. Request Form Requesting Personnel

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Request for a payslip

1.1 Process the requested payslip

None 30 minutes Payroll Officer,

AccFin 1.2 Forward for Approval

1.3 Record and release of payslip

Total None 30 minutes

END OF TRANSACTION

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4. LAST SALARY PAYMENT PROCESSING Last salary payment is processed and released within 30 days after the

separation of an employee from the bank.


Classification: Highly Technical


Who may avail: All employees of AAIIBP


1. Approved Daily Time Record (DTR) HR Department

2. Application for Resignation duly accepted by the Head of Agency

HR Department

3. AAIIBP Clearance HR Department

4. GSIS Clearance HR Department

5. Last Day of Actual Service HR Department

6. Report on Terminal Leave Benefits (Unused Service/Leave Credits)

HR Department

7. Clearance from Money, Property and Legal Accountabilities

HR Department

CLIENT STEPS

AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE


1.1 Receives the required documents.

None 2 days AccFin Personnel

1.2 Reviews and checks completeness & accuracy of the documents.

1.3 Prepares Certificate of Last Day of Actual Service.

1.4 Prepares Certificate of Last Salary Payment and double checks the figures before printing.

1.5 Print three (3) copies of each certificate.

2. Wait and follow up if payment check has been

2.1 Certificate of Last Salary Payment and Certificate of Last Day of Actual Service is

None 1 hour AccFin Personnel

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processed. forwarded for checking and approval to:


2.2 Approved Certificates is forwarded to:

None 5 days AccFin Personnel

a. COA - Certificate of Last Salary Payment

b. Office of the Chairman and CEO - Certificate of Last Day of Actual Service.

2.2 Duly approved Certificates from COA and OCCEO is forwarded to Cash Disbursement function.

None 30 minutes AccFin Personnel


None 3 hours Cash Disbursing Officer, AccFin


None 1 hour AccFin Personnel a. Acting Head, Finance Department


3. Wait for the release of payment check or credit memo.

3.1 Receives approved DV and prepares check.

None 3 hours Branch Cashier 3.2 Notifies ACFIN that the check is ready for release.

4. Receive payment check.

None 30 minutes Branch

Cashier/Teller 4.1 Releases payment check.

Total None 8 days and 1

hour*

END OF TRANSACTION

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* The maximum processing time for each service applies upon submission of complete requirements. This does not include waiting time which varies depending on the nature of transaction/product being availed and other causes beyond the control of our staff.

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5. PAYROLL PROCESSING

Payroll is processed on a bi-monthly basis and released on the 14th and the day

before the last working day of the month.




Who may avail: All employees of AAIIBP


1. Daily Time Records (DTR) HR Department

2. Contract of Service/Appointment HR Department

3. Report on Monthly Leave Credits HR Department

4. Schedules on Accounts Receivable (AROEC) ACFIN Department

5. Schedules on Accounts Payable (APOE) ACFIN Department

6. Loans Monthly Amortization Summary (GSIS and HDMF)

ACFIN Department


PROCESSING TIME

PERSON RESPONSIBLE


1.1 Receives signed DTRs, COS, Reports on Monthly Leave Credits.

None 3 days Payroll Officer,

AccFin

1.2 Receives Schedules on AROEC and APOE, and Loans Monthly Amortization Summary (GSIS and HDMF)


1.4 Prepares Master Payroll List's (MPL) and send it to HR Department for verification.

1.5 Prepares Payroll Summary and double checking of figures in the payroll before printing.

2. Wait and follow up if payment check/ credit memo has been processed.

2.1 Payroll Summary is forwarded for checking and approval to:

None 1 day Payroll Officer,

AccFin a. Accounting and Finance, Acting Head


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2.2 Approved Payroll Summary is forwarded to Cash Disbursement function.

None 30

minutes Payroll Officer,

AccFin

2.3 Cash Disbursing Officer will prepare a Disbursement Voucher (DV) and indicate the mode of payment - check or credit memo.

None 3 hours Cash Disbursing Officer, AccFin


None 1 hour Designated

Officer, AccFin

a. Acting Head, Finance Department



3.1 Receives approved DV and prepares check or corresponding credit memo.

None 3 hours Branch Cashier 3.2 Notifies ACFIN that the check is ready for release or credited to account for credit memo.

4. Receive payment check/Update of passbook or Withdrawal of cash/or fund transfer

None 30

minutes Branch

Cashier/Teller

4.1 Releases payment check and/or cash in case of withdrawal from account or process fund transfer to other bank account.

Total None 8 days*

END OF TRANSACTION * The maximum processing time for each service applies upon submission of complete requirements. This does not include waiting time which varies depending on the nature of transaction/product being availed and other causes beyond the control of our staff.

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6. PREPARATION OF MONTHLY FINANCIAL STATEMENT

The financial statement is prepared monthly to provide information about the

financial position, performance, and changes in the financial position of the bank that

is useful in making economic decisions and the basis for the preparation of various

reports for submission to regulators.




Who may avail: Management and the Regulators


1. Monthly Comparative financial report from branches & Executive Office plus the Consolidator

2. Loan Details

Generated from GL.netFrom HO-

Zamboanga


PROCESSING TIME

PERSON RESPONSIBLE

1. Set deadlines and

provide guidelines.

1.1 Ensure that all transactions for the month have been booked in the GL.net and all branches have closed their books.

1.2 Generate the raw data

from GL.net and consolidate it in the prepared working paper. Then, refer to the loan details for the distribution of Loan Allowances and Estimated Credit Loss, input also in the working paper.

1.3 Check the final output for the occurrence of variances, if there is, investigate and do the necessary adjustment. Once balanced, verify with the printed consolidator raw data if

None 5 days Accountant/ Bookkeeper,

AccFin

Designated

Officer/Accountant

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all accounts and/or transactions have been considered.

1.4 Print out and forward

to the Acting Head of Accounting and Finance for review and approval. Once approved, save a copy in the shared folders and inform AccFin Personnel that the Financial Statement for the month has been prepared.

2. Receive and or acknowledge receipt of Financial Statements.

2.1 Prepare Financial Reports in accordance with the templates provided by the regulators. 2.2 Have it reviewed and approved by the Acting Head of Finance, Operations or Treasury depending on the regulatory requirements. 2.3 Submit hard copies and/ or send via email to the regulators.

None 5 days Branch Accountant

Total None 10 days*


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7. GSIS/PHIC/HDMF REMITTANCES

Processing of payments for Bank and Employees’ mandatory contributions.




Who may avail: GSIS, PHIC and HMDF


1. Statement of Account (SOA)

2. Sales/Billing Invoice with corresponding report

Furnished via website (GSIS and

PHIC) and through offline

application for HDMF.


PROCESSING TIME

PERSON RESPONSIBLE

1. Set deadline of

remittances.

1.1 Furnish bill or Statement of Account (SOA), request and reviews and checks propriety of attachments.

1.2 Prepares request to

Treasury for approval of transfer of fund to Bank’s BancNetegov account.

1.3 Prepares Disbursement

Voucher (DV) and indicate mode of payment – check or Online payment through website for HDMF remittances.

1.4 Checks availability of

funds and corresponding entries.

1.5 Disbursement Voucher is forwarded for Approval.

None 2 hours Accountant/Bookkeeper/

Designated Officer,AccFin

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2. Wait for the release of payment check/online payment.

2.1 Receives approved DV and prepares check. 2.2 Notifies AccFin that the check/transferred fund (egov) is ready for payment.

None 30 minutes

Branch Cashier/DBP Cash department (egov)

3. Receive Payment Check/Fund transfer Request from Treasury.

3.1 Releases payment check and/or Online payment in case of withdrawal from account.

None 20 minutes

Branch Cashier/Teller/Book

keeper for egov

Total None 2 hours and 50

minutes*

END OF TRANSACTION


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8. BIR REMITTANCE

Processing of payments for Bank’s withholding taxes.




Who may avail: BIR


1. Taxes Remittance report Accounting staff


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit the required

documents.

1.1 Prepare remittance report.

i. Checks disbursement vouchers with taxes withheld.

ii. Checks and reviews transactions not taken up by the responding branch (San Juan)

iii. Make reconciliation report.

1.2 Submits report to

Head of AccFin for approval.

1.3 Sends reports to San

Juan branch and advises to remit via EFPS and take up float items.

1.4 Prepares and

Forwards Approval Memo to Treasury unit requesting

None 2 hours Accountant/ Bookkeeper

Branch Accountant/ Bookkeeper

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payment through Bank’s Savings account.

1.5 Prepare

Disbursement Voucher (DV) and indicate mode of payment – Online payment through EFPS.

1.6 Checks availability of

funds and corresponding entries.

1.7 Disbursement Voucher is forwarded for Approval.

Designated

Officer, AccFin

2. Receive payment

2.1 Receives approved DV and pay taxes due via EFPS 2.2 Notifies AccFin remittance of taxes due has been made.

None 2 hours Branch Accountant

Total None 4 hours*


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9. BIR FORM 2316 PROCESSING

Annual Income Tax Returns of Employees.




Who may avail: All AIB Plantilla Personnel


1. Alphalist Information of Employees HR Department

2. Schedules of Earnings and Deductions ACFIN Department

3. Schedule 7.1 Alphalist of Employees Terminated before December 31

ACFIN Department

4. Schedule 7.3 Alphalist of Employees as of December 31 with no Previous Employers Within the Year

ACFIN Department

5. Schedule 7.4 Alphalist of Employees as of December 31 with no Previous Employers Within the Year

ACFIN Department

6. Tax Profile ACFIN Department

7. Cedula Employees

8. BIR Forms 1601 - C (Monthly) Branch


PROCESSING TIME

PERSON RESPONSIBLE


1.1 Prepares Alphalist Information and sent it to HR to fill up necessary employee's data.

None 3 weeks ACFIN Personnel

1.2 Receives BIR Forms 1601-C


1.4 Prepares Schedules of Earnings and Deductions

1.5 Prepares Summary of Income Taxes Withheld for the Taxable Year

1.6 Reconciles Summary of ITW with Tax Profile and BIR Form 1601-C

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1.7 Encodes in Alphalist Data Entry v6.1 TIN #, Address, Date of Birth

1.8 Encodes in 1604-CF Schedules 7.1, 7.3 and 7.4.

1.9 Generates Excel Reports of Schedules 7.1, 7.3 and 7.4 from Alphalist Data Entry

1.10 Generates Excel Report of Form 2316 from Alphalist Data Entry

1.11 Reviews Form 2316 of each employee and double checks figures before printing.

1.12 Prints three (3) copies of BIR Form 2316 and signs.

2.1 Prepares two (2) copies of BIR Form 2316 Transmittal and Annex "C"

None 1 hour

AccFinPersonnel

3.1 BIR Forms 2316, Transmittal and Annex "C" are forwarded for checking and approval to:

None 3 days Designated Officer,

AccFin a. Authorized Representative/Signatory

4. Receive, check and sign the three (3) copies of BIR Form 2316

4.1 Issues BIR Form 2316 to Employees for checking and approval

None 3 days

AccFin Personnel

5. Receive a copy of BIR Form 2316

5.1 Distributes one signed copy of Form 2316 to each Employees

None 3 hours AccFin Personnel

6.1 Scans signed and approved BIR Forms 2316

None 1 hour AccFin Personnel

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7.1 Prepares the soft copies of scanned BIR Form 2316 with proper filename and saves it to DVD-Rs.

None 3 hours

AccFin Personnel

8.1 Submits two (2) DVD-Rs containing copies of scanned BIR Form 2316, Transmittal and notarized Annex "C" to the designated RDO.

None 3 hours AccFinPersonnel

Total None 3 weeks, 6 days and 2

hours*


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10. SUBMISSION OF BOOK OF ACCOUNTS TO BIR

Books of accounts are required to be registered with the BIR and is submitted

annually. Deadline of submission is January 30th or 30 days from the closing of each

taxable year.

Office or Division: Accounting & Finance Department



Who may avail: Bureau of Internal Revenue (BIR)


BIR Form 1905

Soft copy of the computerized books of accounts and other accounting records/documents in Text File format shall be made available in:

a) CD ROM (Read Only) b) Electronically archived information

Proof of Payment Annual Registration Fee (BIR Form 0605) – current year.

A duly notarized certification

Transmittal letter

Copy of BIR Form 2303

Download from BIR Website IT Department AccFin-Print out from EFPS AccFin Personnel AccFin Personnel AccFin Personnel


PROCESSING TIME

PERSON RESPONSIBL

E

1. Set deadlines and

provide guidelines.

1.5 Fill-out the BIR Form 1905, Application for Registration Information Update.

1.6 Request for the Soft copy of the computerized books of accounts and other accounting records/documents in Text File format saved in a CD ROM from the IT department.

1.7 Prepare certification in the form of an affidavit ascertaining/attesting the accuracy of the number of receipts and invoices

Delivery charge

5 days Accountant/ IT Department

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used during the year and soft copy of books of accounts and other accounting records/documents.

1.8 Have the certification notarized.

1.9 Prepare the Transmittal letter and have it signed by the Acting Head.

1.10 Put all the documents in an envelope, input the address of the Zamboanga-Head Office and the word “Fragile”. Seal properly and send via courier services to the Head Office.

1.11 Inform the Head Office of the delivery and instruct to have the books of accounts received by BIR on or before January 30.

2. Receive the documents and issue authenticated proof of receipts.

2.1 Go to BIR and submit the documents and CDR.

2.2 Wait for the receiving copies and authenticated proof of receipts. Seal properly in an envelop and input the address of the Executive Office and the word “Fragile”, then, send back via courier services to the Executive Office.

2.3 Receive the delivery and ensure contents completeness, then, for safekeeping.

Php 100 for the

authenticated

proof of receipts

plus Delivery charge

5 days Head Office Personnel

AccFin Personnel

Total 10 days*


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11. PROCESSING OF DISBURSEMENT VOUCHERS

Payments of various transactions are processed through Disbursement Vouchers

(DVs) which are supported by required documents depending on the nature of

Transactions.



Type of Transaction:

G2C-Government to Citizen G2B- Government to Business

Who may avail: Individuals, employees, suppliers and other business counterparts


1. Power, Light & Water a) Statement of Account/Bill b) Invoice/Official Receipt (OR) or machine-

validated statement of account/bill (for post-audit)

c) BIR Form 2306 & 2307 2. Rental- Bank Premises/FFE

a) Statement of Account/Bill b) BIR Forms 2306/2307

3. Travelling a) Request for Cash Advance

(Itinerary of Travel, Travel Assignment Order, Office Order, etc.)

b) Request for Reimbursement* 4. Repairs and Maintenance

a) Supplier’s Invoice b) Procurement Request Form c) Supplier’s quotations d) Approved BAC recommendation e) Notice of Award and Notice to Proceed f) Purchase Order g) Post-repair Report h) Waste Material Report (WMR) duly

acknowledged by requisitioning employee if item is a replaced part

i) Certificate of Acceptance by Property Supply Officer (PSO)

j) BIR Form 2306 & 2307

5. Security, Messengerial, Contractual and Janitorial Services

a) Contract or any basis to determine billing rate b) Billing Statement

Meralco/Provider Meralco/Provider AccFin Personnel Lessor/Provider AccFin Personnel Employee Employee Provider of service Operations Personnel Provider of service Operations Personnel BAC Operations Personnel Operations Personnel Operations Personnel Operations Personnel AccFin Personnel HR Personnel Agency HR Personnel/Agency

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c) Payroll Register d) Billing Register e) Photocopy of Time Card (TC)

(Original copy of TC is preferred)

f) Authority to Render Overtime g) Overtime Claim h) Record of Services Rendered i) BIR Form 2306 & 2307

6. Postage, Tel, Cable & Tel

a) Statement of Account/Bill b) Invoice/OR machine validated statement of

account/bill c) BIR Form 2306 & 2307

7. Stationery & Office Supplies a) Supplier’s Invoice/Billing Statement b) Procurement Request Form c) Canvass Sheet/Abstract of Quotation d) Supplier’s quotations e) Approved BAC recommendation f) Notice of Award and Notice to Proceed g) Purchase Order h) Inspection Report i) Certificate of Acceptance/ Inspection Report

signed by PSO j) BIR Form 2306 & 2307

8. Representation & Entertainment a) Approved Request for Cash

Advance/Reimbursement (Official Receipts, Attendance)

9. Trainings and Seminars a) Billing Statement b) Approved Request for CA/Reimbursement

10. BOD and Management Meetings a) Approved Request for CA/Reimbursement

(Official Receipts, Attendance, etc.) 11. Insurance

a) Billing Statement b) Approved Renewal Advice (For Renewal) c) Property Inventory Form, etc

12. Other Expense a) Billing Statement b) Approved Request for CA/Reimbursement c) Other necessary documents

13. Payroll

HR Personnel/Agency HR Personnel/Agency Agency Agency HR Personnel/Agency AccFin Personnel Provider (PLDT, Globe, Smart & etc.) AccFin Personnel Supplier Operations Personnel Operations Personnel Supplier BAC BAC Operations Personnel Operations Personnel Operations Personnel AccFin Personnel

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a) Payroll Summary b) Budget Summary

14. Capital Expenditure a) Supplier’s Invoice/Billing Statement b) Procurement Request Form c) Canvass Sheet/Abstract of Quotation d) Supplier’s quotations e) Approved BAC recommendation f) Notice of Award and Notice to Proceed g) Purchase Order h) Inspection Report i) Certificate of Acceptance/ Inspection Report

signed by PSO j) BIR Form 2306 & 2307


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit or issue the required documents.

1.12 Receives, evaluates and ensure the completeness of documentary requirements.

1.13 Prepares Disbursement Voucher (DV) and indicate mode of payment – check, credit memo, or remittance.

1.14 Checks availability of funds and corresponding entries.

None 4 hours depending

on the volume of

transactions

Accountant/ Bookkeeper

2. Wait and follow up if payment check/ credit memo has been processed.


a. Branch Manager/Acting Head – for ordinary operating expenses and noncash expenses, in

None 2 hours Designated Officer, AccFin

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any amount, of the branch;

b. COO or designated Officer in writing/BBSD Head – for ordinary operating expenses and noncash expenses, in any amount, of the Head Office;

c. Division Chief – for ordinary operating expenses ,up to P100,000.00, of the Executive Office; or

d. Head of Operations – for ordinary operating expenses and noncash expenses, in any amount, of the Executive Office.


3.1 Receives approved DV and prepares check or corresponding credit memo.

3.2 Notifies AccFin that the check is ready for pickup or

None 2 hours Branch Cashier

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credited to account for credit memo.

4. Receive Payment Check/update of passbook or withdrawal of Cash

4.1 Releases payment check and/or cash in case of withdrawal from account.

None 30 minutes Branch Cashier/Teller

Total None 1 day and 30 minutes*


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12. LIQUIDATION OF CASH ADVANCES

Liquidation of Cash Advances are processed through Journal Vouchers (JVs)

which are supported by required documents depending on the nature of Transactions.




Who may avail: AIB Employees


1. TRAVEL a) Approved Travel Expense Summary (TES) b) Itinerary of Travel c) Certificate of Travel Completed (CTC) d) Travel Assignment Order and Office Order e) Certificate of Attendance/Appearance f) Post Travel Report g) Official Receipts, RER h) Boarding Pass (If needed) i) OR for the return of cash, if there is

2. Other Expenses a) Approved Summary of Expenses b) Official Receipts c) Attendance Sheet d) OR for the return of cash, if there is

To be submitted by the Employee who Travelled To be submitted by the Employee who requested for Cash Advance

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit the required documents.

1.1 Receives, evaluates and ensure the completeness of documentary requirements. 1.2 Prepares Journal Voucher (JV) for the entries. 1.3 Journal Voucher is checked and forwarded for approval of the Acting Head.

None 1 hour Accountant/ Bookkeeper/ Designated

Officer

2. Wait and follow up if liquidation of Cash Advance has been

2.1 Booking of entries in the GL.net

None 30 Minutes Bookkeeper

35

processed. Total None 1 hour and 30

minutes*


36

13. INTEROFFICE RECONCILIATION

Reconciliation of floating items.


Classification: Complex

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

Who may avail: Branch Accountants/Other Government agencies (BSP, COA, DBP)


Reconciliation report Received via email/Hardcopy for Audit purposes


PROCESSING TIME

PERSON RESPONSIBLE

1.Wait for scheduled submission of report.

1.1 Print Subsidiary

Ledgers for

InterOffice

(DTFHO/Branches).

1.2 Reviews Subsidiary Ledgers for InterOffice Float Items (DTFHO).

1.3 Checks

transactions not

taken up by the

responding

branch/office.

1.4 Prepares

reconciliation

Report.

1.5 Submits report

to Head of AccFin

for approval.

1.6 Sends reports to

branches and

advises to take up

float items.

None 5 days Accountant/ Bookkeeper

2. Book entries for reconciliations

2.1. Prepare entries to take up float items for reconciliations of Executive office. 2.2 Booking in the GL.net

None 30 minutes Bookkeeper

37

Total None 5 days and 30 minutes

END OF TRANSACTION

38

Branch Banking Services Department

ExternalServices

39

1. OPENING OF NEW ACCOUNT This covers the opening of New Accounts thru AAIIBP Branches. Customer who wishes to open an account with any AAIBP Branch may initiate to visit the Branch to facilitate the account opening process.

Office or Division: Branch



G2C – Government to Citizen G2B – Government to Business

Who may avail: Individual/Legal Entities


Customer Record Form (CRF)

Two (2) Specimen Signature Cards

Two (2) 1x1 Latest ID picture (Taken within six months)

Original and clear copy of at least one (1) valid photo-bearing identification document issued by authority.

ADDITIONAL REQUIREMENTS FOR CORPORATE:

Copy of latest utility bill

Certificate of Registration

Articles of Incorporation

By-Laws

Notarized Board Resolution

TIN

General Information Sheet

Business Permit (if applicable) ADDITIONAL REQUIREMENT FOR INDIVIDUAL ALIEN:

Passport and/or

Alien Certificate of Registration

Bank Bank Client (See Note below for the list of Valid IDs) MERALCO/LASURECO/etc. SEC/CDA/DTI Client Client Client BIR Client DTI DFA/Bureau of Immigration


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submits requirements

(Interview and briefing)

1. Receives, reviews and checks the genuineness, veracity

None 10 minutes New Accounts Clerk , AAIIBP Branch

40

and completeness of the submitted documents.

If the documents are complete and legitimate, proceed, otherwise, deny the application or advice the client to return once requirements are complete.

2. Fill out CRF and sign Signature Cards

2.1 Signs the Terms and conditions of opening of account and Rules and Regulations governing for Current Accounts

2.2 Signs the Authorization to debit (if initial deposit is debited from an existing account)

2. Once CRF is accomplished, NAC reviews the same and forwards it to the Branch Cashier or Branch Head for approval.


3. After the latter’s approval, NAC processes the opening of account


41

in the Customer Information System (CIS)

4. Gives initial deposit to the teller and fill out Deposit Slip

4. Accepts the initial deposit and processes the crediting of the Initial deposit

4.1 Teller prepares and prints the Passbook and validates initial deposit.

None 5 minutes Teller, AAIIBP Branch

5. For Current and Time Deposit, claim checkbook and CTD

5. Releases checkbook and CTD

None 1 minute New Accounts Clerk , AAIIBP Branch

6. Accepts the passbook and validated deposit slip.

Total None 41 minutes*


42

List of Valid IDs:

1. Passport 2. Driver’s license 3. PRC ID 4. NBI Clearance 5. Police Clearance 6. Postal ID 7. Voter’s ID 8. Tax Identification Number 9. GSIS E-card 10. Barangay Certificate 11. SSS Card 12. Senior Citizen Card 13. And other government issued ID

43

2. CHECK AND CASH DEPOSIT

This service covers the acceptance of over-the-counter cash and check deposit from the depositor or its authorized representative for credit to the account maintained at the Branch of Account (ON-US) or to any other AAIIBP Branch (Inter-Branch) nationwide.





Who may avail: Individual/Corporate (with existing Accounts with the Bank)


1. Deposit Slip 2. Cash or Check to be deposited 3. Passbook

Bank Depositor Depositor


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Fill out deposit slip and hand it to the teller together with the cash or check intended to be deposited

1. Teller check if deposit slip is filled out correctly and fully.

If filled out properly, teller accepts the cash or check together with the deposit slip and passbook (if applicable)


2. Client receives the updated passbook and validated deposit slip

2. Returns the validates portion of the deposit slip and passbook (if


44

applicable)



45

3. CASH WITHDRAWAL (ON-US) This service covers the processing of over-the-counter cash withdrawal madeby the depositor or its authorized representative for debit from the account of the depositor maintained at the Branch of Account (ON-US).





Who may avail: Depositors with existing Amanah Bank Account or their authorized representative


1. Withdrawal Slip 2. Passbook 3. 1 valid ID



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Fill out withdrawal slip and line up for teller’s cage thereafter

1. Teller receives the accomplished withdrawal slip together with the passbook together with a valid ID for identification


2. Client awaits 2. Teller checks whether withdrawal slip is fully accomplished.

Teller verify the signature/s and secure approval


3. Client receives the cash and

4. Teller hands cash


46

counts before leaving the Bank.

withdrawn together with the passbook and ID to the client

5. Client signs the “Received by” portion of the withdrawal slip

5. Asks client to acknowledge payment received

None Teller, AAIIBP Branch



47

4. CHECK ENCASHMENT (ON-US CHECK) This service covers the processing of over-the-counter check encashment made by the depositor or its authorized representative for debit from the account maintained at the Branch of Account (ON-US).





Who may avail: Depositors with existing Amanah Bank Account and payees


1. 1 valid ID

Depositor


PROCESSING TIME

PERSON RESPONSIBLE

1. Client proceeds to the available teller and present ID and check with the following details written legibly a the back of the Check:

Complete Name

Address

Contact Number

Signature

1. Teller accepts the check/s and valid ID. In addition, the latter keeps a photocopy of the ID, verifies the signature and details on the check, processes the transaction and seeks approval of the transaction and posts thereafter.

None 10 minutes Teller and Signature Verifier, AAIIBP

Branch

2. Client accepts the cash together with his ID, signs thereafter at the back of the check stamped with “Payment Received by” and hands it to

2. Receives the signed check and pay client


48

the teller.



49

5. CHECK ENCASHMENT (INTERBRANCH) This service covers the processing of over-the-counter check encashment made by the depositor or its authorized representative for debit from the account maintained at any other AAIIBP Branch (Inter-Branch) nationwide.





Who may avail: Individual/Corporate (with existing Amanah Bank Account)


1. Two (2) valid IDs

Client


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Client proceed to the available teller and present the check for encashment with details legibly written at the back:

Name

Address

Contact Details

Signature, Together with 2 valid IDs required for identification. Nota Bene: Only checks payable to Cash or bearer or specified payee can be encashed thru this transaction.

1. Teller accepts the check/s. He/She check unto the identity of the client thru the IDs the latter presented.

1.1 Teller keeps a photocopy of the IDs. 1.2 Teller forwards the check and the IDs to the Signature Verifier.

None 6 minutes Teller and Signature Verifier, AAIIBP

Branches

2. Client waits for the processing of the transaction.

2. If in order, the check is forwarded to the

None 5 minutes Teller, AAIIBP Branches

50

Branch Cashier or Branch Head for approval.

3. Receives cash and signs the “Received Payment” stamped at the back portion of the check.Return the signed check to the teller.

3. Received signed check

None 3 minutes Teller, AAIIBP Branches



51

6. CASH WITHDRAWAL (INTERBRANCH)

This service covers the processing of over-the-counter cash withdrawal madeby the depositor or its authorized representative for debit from the account of the depositor maintained at any other AAIIBP Branch (Inter-Branch) nationwide.





Who may avail: Individual/Corporate (with existing Amanah Bank Account)


1. Withdrawal Slip 2. Passbook 3. One (1) Valid ID



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Fill out withdrawal slip and line up for teller’s cage thereafter with the following:

Accomplished withdrawal slip

Passbook

ID

1. Teller receives the accomplished withdrawal slip together with the passbook together with a valid ID for identification.


2. Wait for signature verification and processing to be completed.

2. The designated signature verifier verifies the details and signature of the depositor in the deposit system and


52

coordinates with the originating Branch.

If in order, he/she forwards the withdrawal slip and passbook to the Branch Cashier/Branch Head for approval.

3. Teller processes approved transaction and hands cash to the client.


4. Client counts cash.



53

7. PESONET (SENDING VIA OVER-THE-COUNTER)





Who may avail: Individual/Corporate


1. PesoNet Form

Bank


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Fill out PesoNet Form with the following details:

-Payee’s financial institution -account number -amount to be transferred Upon completion of the form, the client submits the same to the designated PesoNet staff of the Branch.

1. Accepts the Form together with the cash to be transferred via PesoNet

None 1 minute Designated PesoNet Staff, AAIIBP

Branch

2. Client waits until the transaction is successful.

Funds can be made available to the recipient account/s within the same banking day provided it is transacted not beyond the cut-off period (i.e.

2. Teller encodes the required information on the System and transacts the same depending on whether with cash or the


54

amount is to be debited from client’s AIB account.

3. Teller validates the transaction and issues Official Receipt to the client

55 pesos (as Service Charge for the entire transaction)

3 minutes Teller, AAIIBP Branch

4. Teller forwards the same to the Bank’s Treasury Department for approval and validation

Nota Bene: If the beneficiary bank is unable to credit the transaction to the client’s beneficiary (i.e. wrong or invalid account number), the funds shall be returned to the sender (client) on the next banking day. In such case, service fee is still applied.

None 3 minutes Treasury Staff, AAIIBP Branch

Total P55.00 10 minutes*


55

8. BAI BITHAMAN AJIL FINANCING (CORPORATE ACCOUNTS)

BaiBithamanAjil (BBA) Financing represent the acquisition of a give asset

through the concept of Deferred Payment Sale.

Office or Division: Marketing Unit – Branch Banking Services Department (BBSD)




Who may avail: Corporations, Cooperatives


Letter of Application stating the purpose and loan amount being applied for.

To be submitted by the client

Customer Information Sheet (Application Form) – to be filled up by major incorporators and officers of the corporation

To be provided by AIB

Customer Information Repot To be provided by AIB

Photocopy of Two (2) Government Issued IDs with three (3) specimen signatures of major incorporators and officers of the corporation


DTI Certificate of Registration of Business DTI

All applicable permits to operate the business 1. Mayor’s/Business Permit 2. ECC 3. NFA License 4. PCAB License 5. Others (please specify)

1.City/Municipal Licensing Division 2. DENR 3. NFA 4. CIAP, thru DTI offices

Brief write up on the following:

Company background

Management and Organization

Technical Description: Existing and proposed project


Income Tax Statement for the last three (3) years BIR

Financial Statements (BIR Received) for the last three (3) years


SEC/CDA/BOI Registration duly authenticated by the borrower’s Corporate Secretary


Certified copies of Articles of Incorporation/Cooperation and By-Laws with amendments supported by a copy of General Information Sheet with stamp received by SEC.

SEC

Board resolution authorizing the borrowings, indicating the amount to be borrowed and designating authorized signatories, with specimen signatures to financing and deposit activities.


56

For Third Party Mortgage: a) The power to act as TPM is expressly provided in

the Primary or Secondary Purpose clause of the Articles of Incorporation. If the same is not provided, the Bank shall require the amendment of the Articles of Incorporation. There are no restrictions in the TPMs Articles of Incorporation or By Laws on the mortgage or encumbrance of corporate assets to secure the debt of another person/corporation/partnership.

b) Secretary’s certificate attesting the adoption by its Board of Directors of a Resolution:

Authorizing the execution by the corporation of a TPM over a specific asset/s in favor of the Bank to secure he loan or credit accommodation to the Borrower, the details thereof to be specified;

Designating its signatory/ies for the purpose with full authority to negotiate and agree to the terms and conditions of the TPM;

Stating that the execution by the TPM of the accommodation mortgage shall be in furtherance of the business purposes of the TPM and stating the reason therefor.

Existing Supply Agreement/Contract To be submitted by the client

Sample Purchase Orders To be submitted by the client

Property Purchase Agreement

Register of Deeds copy of the Title

Tax Declaration

Tax Receipts

Lot Plan and Vicinity Map

ROD

ROD

City/Municipal Treasurer’s Office

To be submitted by client


PROCESSING TIME

PERSON RESPONSIBLE

1. Toapplyforaloan,goto the Marketing Sectionof the Branch.

1.1. Interviewsclientonthepurpose of the loan inquiry. Conduct initialevaluation ifthe client’s needscan beservicedby the Bank’sexisting productsand services. 1.2. Briefsthe client on the information about

None 30 minutes Account Officer/Branch Head, AAIIBP

Branch

57

Islamic Banking, existing Bank rules, regulations, and requirements for financing application. 1.3. Provides the client with the Customer Information Sheets.

2. Accomplish the Customer Information Sheet (CIS) and submit the requirements on the checklist and payment of fees.

2.1. Reviews the completeness of CIS and documents required as submitted by applicant. 2.2. Computes the Front-End Fee/Service Fee to be collected from the applicant.

To be computed as follows:

2.0. Conventional Loan – 0.5% of the proposedloan amount. 2.1 Islamic: Ijarah - 0.5% Murabahah-0.5% BBA– 2% of the approved financing amount.

30 minutes Account Officer, AAIIBP Branch

3. Wait for the Notice of Approval of the Financing Application or Notice of Denial, if disapproved by the Bank.

3.1. Requests for appraisal and bank checking from the Credit and Appraisal Unit (CAU). 3.2. Evaluates the loan application in accordance with the credit policies of the Bank. 3.3. Recommends to the CreCom/Execom/Board the application of the loan. 3.4. If the loan is approved or

None Reckoned from the submission of complete documents, the following turn- around-time shall be followed:

3.5. 20 banking days for BOARD approval subject to extension for another 20

Account Officer, AAIIBP Branch

58

disapproved, immediately notify the client.

banking days. 3.6. 20 banking days for EXECOM approval subject toextension for another 20 bankingdays. 3.7. 15 banking daysforCCEOsubject to extension for another 20 bankingdays. 3.8. 15 banking days for Head, BBSD subject to extension for another20 days. 3.9. 15 bankingdays forBranch Head subjectto extension for another10 days. 3.10. 3 bankingdays for1:1loan.

4. Signing of Legal Documents

4.1. Prepares the legal documents and facilitate signing of documents. 4.2. Facilitates notarization and registrationofMortgagewiththe RegisterofDeeds(ifapplicable). 4.3. Forwardsthelegaldocumentsto theLegalCounselforvalid

3 banking

days

Account Officer Legal

Officer/Admin Staff, AAIIBP

Branch

59

ation and authentication of Credit Application.

5. Release of Financing Proceeds

5.1. Notifies client on the schedule of the release of the approved financing facility. 5.2. Checks completeness of pre-release requirements. 5.3. Provides client of the loan amortizationscheduleandacopy of loan documents.

Documentary Stamp Tax: Amount of loan/P200.00

3 banking

days


6. Repayment by client

6.1. Receive the payment and post to the Saveplus system for cash payment. 6.2. If with auto debit advice, bookkeeperwill automatically debitpaymentsfrom thedeposit accountof the client.

None 30 minutes Teller/Bookkeeper, AAIIBP

Branch


60

9. BAI BITHAMAN AJIL FINANCING (SOLE PROPRIETORSHIP)

BaiBithamanAjil (BBA) Financing represent the acquisition of a give asset

through the concept of Deferred Payment Sale.





Who may avail: Individuals, MSMEs, SMEs




Customer Information Sheet (Application Form) To be provided by AIB

Photocopy of Two (2) Government Issued IDs with three (3) specimen signatures






Company background











Tax Declaration

Tax Receipts


ROD

ROD



61


PROCESSING TIME

PERSON RESPONSIBLE


1.1. Interviewsclientonthepurpose of the loan inquiry. Conduct initialevaluation ifthe client’s needscan beservicedby the Bank’sexisting productsand services. 1.2. Briefs the client on the information about Islamic Banking, existing Bank rules, regulations, and requirements for financing application. 1.3. Provides the client with the Customer Information Sheets.


Branch






3. Wait for the Notice of Approval of the Financing Application or Notice of Denial,

3.1. Requests for appraisal and bank checking from the Credit and Appraisal Unit (CAU).

None Reckoned from the submission of complete documents,


62

if disapproved by the Bank.

3.2. Evaluates the loan application in accordance with the credit policies of the Bank. 3.3. Recommends to the CreCom/Execom/Board the application of the loan. 3.4. If the loan is approved or disapproved, immediately notify the client.

thefollowing turn- around-time shall be followed:

3.5. 20 banking days for BOARD approval subject to extension for another 20 banking days. 3.6. 20 banking days for EXECOM approval subject toextension for another 20 bankingdays. 3.7. 15 banking daysforCCEOsubject to extension for another 20 bankingdays. 3.8. 15 banking days for Head, BBSD subject to extension for another20 days. 3.9. 15 bankingdays forBranch Head subjectto extension for another10 days. 3.10. 3 bankingdays for1:1loan.

4. Signing of 4.1. Prepares the legal Account Officer

63

Legal Documents

documents and facilitate signing of documents. 4.2. Facilitates notarization and registrationofMortgagewiththe RegisterofDeeds(ifapplicable). 4.3. Forwardsthelegaldocumentsto theLegalCounselforvalidation and authentication of Credit Application.

3 banking days

LegalOfficer/Admin Staff,

AAIIBP Branch




3 banking

days





Branch


64

10. CAR FINANCING PROGRAM

This program is open to both qualified Muslims and Non-Muslims who may

avail the facility either under the Bank’s Al-IjarahMuntahiaBittamleek, an

Islamic facility under a lease-to-own scheme, or the Bank’s Conventional

financing facility.




G2C – Government to Client

Who may avail: Individuals


Car Financing Application Form To be provided by AIB

To be submitted by the client To be submitted by the client

Latest Pay Slip and Certification of Monthly Income from Employer


Past year Income Tax Return duly received by BIR, or Certificate of Compensation of Payment or similar documents allowed by BIR

BIR

Current Bank Statement for one (1) year To be submitted by the client

2 proofs of current billing To be submitted by the client

Photocopy of two (2) Government issued IDs with three (3) specimen signature


3 pieces of recently taken 2x2 ID pictures, duly signed at the back


Quotation from supplier on desired car unit to be financed by the Bank

Car dealer chosen by the client

If applicable, Audited Financial Statements for the last two (2) years, especially for businessman or self-employed applicants

BIR


PROCESSING TIME

PERSON RESPONSIBLE


1.1. Interviewsclientonthepurpose of the loan inquiry. Conduct initialevaluation ifthe client’s needscan beservicedby the Bank’sexisting productsand services. 1.2. Briefs the client on the information about


Branch

65





2.0. Conventional Loan – 0.5% of the proposedloan amount. 2.1 Islamic: Ijarah - of the approved financing amount.



3.1. Requests for BAP-NFIS from the Credit and Appraisal Unit (CAU). 3.2. Evaluates the loan application in accordance with the credit policies of the Bank. 3.3. Recommends to the CreCom/Execom/Board the application of the loan. 3.4. If the loan is approved or disapproved, immediately notify the client.


3.5. 20 banking days for BOARD approval subject to extension for another 20 banking days. 3.6. 20 banking days for EXECOM approval


66

subject toextension for another 20 bankingdays. 3.7. 15 banking daysforCCEOsubject to extension for another 20 bankingdays. 3.8. 15 banking days for Head, BBSD subject to extension for another20 days. 3.9. 15 bankingdays forBranch Head subjectto extension for another10 days. 3.10. 3 bankingdays for1:1loan.


4.1. Prepares the legal documents and facilitate signing of documents. 4.2. Facilitates notarization and registrationof Chat te l Mortgagewiththe RegisterofDeeds and LTO(ifapplicable). 4.3. Forwardsthelegaldocumentsto theLegalCounselforvalidation and authentication of Credit Application.

3 banking days



Branch


5.1. Notifies client on the schedule of the release of the approved financing

Documentary Stamp Tax:

3 banking days

Account Officer

67

facility. 5.2. Checks completeness of pre-release requirements. 5.3. Provides client of the loan amortizationscheduleandacopy of loan documents.

Amount of loan/P200.00




Branch


68

11. AL-IJARAH MUNTAHIA BITTAMLEEK FINANCING (CORPORATE

ACCOUNTS)

A form of financing where the Bank acquires a property called the Ijarah

Asset, to be leased to client at a pre-determined lease payment and lease

period.


















Company background










SEC

Board resolution authorizing the borrowings, indicating the amount to be borrowed and designating authorized signatories, with specimen signatures to financing and


69

deposit activities.

Three (3) quotation from different suppliers

Amount must be VAT Inclusive

Supplier must have official sales invoice

Pictures of the unit


Service Agreement/Contracts To be submitted by the client

Security deposit of 10% of the cost of the asset to be financed. To be deposited on account upon implementation

C/O Client


PROCESSING TIME

PERSON RESPONSIBLE




Branch




2.0. Conventional Loan – 0.5% of the proposedloan amount. 2.1 Islamic: Ijarah - 0.5% Murabahah-0.5%


70

BBA– 2% of the approved financing amount.


3.1. Requests for appraisal and bank checking from the Credit and Appraisal Unit (CAU). 3.2. Evaluates the loan application in accordance with the credit policies of the Bank. 3.3. Recommends to the CreCom/Execom/Board the application of the loan. 3.4. If the loan is approved or disapproved, immediately notify the client.


3.5. 20 banking days for BOARD approval subject to extension for another 20 banking days. 3.6. 20 banking days for EXECOM approval subject toextension for another 20 bankingdays. 3.7. 15 banking daysforCCEOsubject to extension for another 20 bankingdays. 3.8. 15 banking days for Head, BBSD subject to extension for another20 days.

Account Officer

71

3.9. 15 bankingdays forBranch Head subjectto extension for another10 days. 3.10. 3 bankingdays for1:1loan.


4.1. Prepares the legal documents and facilitate signing of documents. 4.2. Facilitates notarization and registrationofMortgagewiththe RegisterofDeeds(ifapplicable). 4.3. Forwardsthelegaldocumentsto theLegalCounselforvalidation and authentication of Credit Application.

3 banking days

Account Officer Legal Officer/Admin Staff, AAIIBP Branch




3 banking days



6.1. Receive the payment and post to the Saveplus system for cash payment. 6.2. If with auto debit advice, bookkeeperwill automatically debitpaymentsfrom thedeposit accountof


Branch

72

the client.


73

12. AL IJARAH MUNTAHIA BITTAMLEEK FINANCING (LEASE ENDING IN

OWNERSHIP)

A form of financing where the Bank acquires a property called the Ijarah

Asset, to be leased to client at a pre-determined lease payment and lease

period.










Two (2) Government Issued IDs with three (3) specimen signatures






Company background







Three (3) quotation from different suppliers

Amount must be VAT Inclusive



Various suppliers chosen by the client

Service Agreement/Contracts To be submitted by the client

Security deposit of 10% of the cost of the asset to be financed. To be deposited on account upon implementation

C/o client


PROCESSING TIME

PERSON RESPONSIBLE

74




Branch







3.1. Requests for appraisal and bank checking from the Credit and Appraisal Unit (CAU). 3.2. Evaluates the loan application in

None Reckoned from the submission of complete documents, the following


75

accordance with the credit policies of the Bank. 3.3. Recommends to the CreCom/Execom/Board the application of the loan. 3.4. If the loan is approved or disapproved, immediately notify the client.

turn- around-time shall be followed:

3.5. 20 banking days for BOARD approval subject to extension for another 20 banking days. 3.6. 20 banking days for EXECOM approval subject toextension for another 20 bankingdays. 3.7. 15 bankingdays forCCEOsubject to extension for another 20 bankingdays. 3.8. 15 banking days for Head, BBSD subject to extension for another20 days. 3.9. 15 bankingdays forBranch Head subjectto extension for another10 days. 3.10. 3 bankingdays for1:1loan.

4. Signing of Legal

4.1. Prepares the legal documents and facilitate

3 banking


76

Documents signing of documents. 4.2. Facilitates notarization and registrationofMortgagewiththe RegisterofDeeds(ifapplicable). 4.3. Forwardsthelegaldocumentsto theLegalCounselforvalidation and authentication of Credit Application.

days Officer/Admin Staff, AAIIBP

Branch




3 banking days





Branch


77

13. MICRO IJARAH (SOLE PROPRIETORSHIP)

Al-Murabahah financing follows the principle under which the Bank and client

purchases the goods or assets required by the Client as the fund-user, and

the former sells them at an agreed mark-up to the Client.





Who may avail: Individuals, MSMEs


Micro financing application form To be provided by AIB

Proof of income (salaries and wages, collection receipts, delivery receipts, POS, etc., if applicable)


1 year in-house FS, if project is existing with projections of financial performance after financing


2 proofs of current billing TO be submitted by the client

DTI Registration Certificate DTI

Photocopy of Two (2) Government Issued IDs with three (3) specimen signatures.


Business Permit Mayor/Municipal Licensing Division

3 pieces recently taken 2 x 2 ID pictures, duly signed at the back


Police Clearance or NBI PNP/NBI

Three (3) quotation from supplier on desired Ijarah Asset to be financed by the Bank

Amount must be VAT inclusive with warranty clause





PROCESSING TIME

PERSON RESPONSIBLE


1.1. Interviewsclientonthepurpose of the loan inquiry. Conduct initialevaluation ifthe client’s needscan beservicedby the Bank’sexisting productsand services. 1.2. Briefs the client on the information about


Branch

78








3.1. Requests for appraisal and bank checking from the Credit and Appraisal Unit (CAU). 3.2. Evaluates the loan application in accordance with the credit policies of the Bank. 3.3. Recommends to the CreCom/Execom/Board the application of the loan. 3.4. If the loan is approved or


3.5. 20 banking days for BOARD approval subject to extension for another 20


79

disapproved, immediately notify the client.

banking days. 3.6. 20 banking days for EXECOM approval subject toextension for another 20 bankingdays. 3.7. 15 banking daysforCCEOsubject to extension for another 20 bankingdays. 3.8. 15 banking days for Head, BBSD subject to extension for another20 days. 3.9. 15 bankingdays forBranch Head subjectto extension for another10 days. 3.10. 3 bankingdays for1:1loan.


4.1. Prepares the legal documents and facilitate signing of documents. 4.2. Facilitates notarization and registrationofMortgagewiththe RegisterofDeeds(ifapplicable). 4.3. Forwardsthelegaldocumentsto theLegalCounselforvalid

3 banking days



Branch

80

ation and authentication of Credit Application.




3 banking days




None 30 minutes Teller/Bookkeeper


81

14. MICRO MURABAHAH (SOLE PROPRIETORSHIP)








Who may avail: Individuals, MSMEs


Micro financing application form To be provided by AIB

Proof of income (salaries and wages, collection receipts, delivery receipts, POS, etc., if applicable)


1 year in-house FS, if project is existing with projections of financial performance after financing


2 proofs of current billing TO be submitted by the client

DTI Registration Certificate DTI

Photocopy of Two (2) Government Issued IDs with three (3) specimen signatures.


Business Permit Mayor/Municipal Licensing Division

3 pieces recently taken 2 x 2 ID pictures, duly signed at the back


Police Clearance or NBI PNP/NBI


PROCESSING TIME

PERSON RESPONSIBLE


1.1. Interviewsclientonthepurpose of the loan inquiry. Conduct initialevaluation ifthe client’s needscan beservicedby the Bank’sexisting productsand services. 1.2. Briefs the client on the information about Islamic Banking, existing Bank rules, regulations, and requirements for financing application.

None 30 minutes Account Officer/Branch Head, AAIIBP Branch

82

1.3. Provides the client with the Customer Information Sheets.









3.5. 20 banking days for BOARD approval subject to extension for another 20 banking days. 3.6. 20 banking days for EXECOM approval


83

subject toextension for another 20 bankingdays. 3.7. 15 banking daysforCCEOsubject to extension for another 20 bankingdays. 3.8. 15 banking days for Head, BBSD subject to extension for another20 days. 3.9. 15 bankingdays forBranch Head subjectto extension for another10 days. 3.10. 3 bankingdays for1:1loan.



3 banking days



Branch


5.1. Notifies client on the schedule of the release of the approved financing

Documentary Stamp Tax:

3 banking days


84

facility. 5.2. Checks completeness of pre-release requirements. 5.3. Provides client of the loan amortizationscheduleandacopy of loan documents.

Amount of loan/P200.00




Branch


85

15. AL-MURABAHAH FINANCING (CORPORATE ACCOUNTS)





















Company background










SEC

Board resolution authorizing the borrowings, indicating the amount to be borrowed and designating authorized


86

signatories, with specimen signatures to financing and deposit activities.

Existing supply agreement/Contract To be submitted by the client

Sample purchase orders To be submitted by the client


PROCESSING TIME

PERSON RESPONSIBLE




Branch




2.0. Conventional Loan – 0.5% of the proposedloan amount. 2.1 Islamic: Ijarah - 0.5% Murabahah-0.5% BBA– 2% of the approved financing


87

amount. 3. Wait for the Notice of Approval of the Financing Application or Notice of Denial, if disapproved by the Bank.



3.5. 20 banking days for BOARD approval subject to extension for another 20 banking days. 3.6. 20 banking days for EXECOM approval subject toextension for another 20 bankingdays. 3.7. 15 banking daysforCCEOsubject to extension for another 20 bankingdays. 3.8. 15 banking days for Head, BBSD subject to extension for another20 days. 3.9. 15 bankingdays forBranch Head subjectto


88

extension for another10 days. 3.10. 3 bankingdays for1:1loan.



3 banking days



Branch




3 banking days





Branch

END OF TRANSACTION

89


90

16. AL MURABAHAH FINANCING (SOLE PROPRIETORSHIP)













Photocopy of Two (2) Government Issued IDs with three (3) specimen signatures






Company background











Tax Declaration

Tax Receipts


ROD

ROD



91


PROCESSING TIME

PERSON RESPONSIBLE




Branch






3. Wait for the Notice of Approval of the Financing Application or Notice of Denial,

3.1. Requests for appraisal and bank checking from the Credit and Appraisal Unit (CAU).

None Reckoned from the submission of complete documents,


92

if disapproved by the Bank.

3.2. Evaluates the loan application in accordance with the credit policies of the Bank. 3.3. Recommends to the CreCom/Execom/Board the application of the loan. 3.4. If the loan is approved or disapproved, immediately notify the client.

thefollowing turn- around-time shall be followed:

3.5. 20 banking days for BOARD approval subject to extension for another 20 banking days. 3.6. 20 banking days for EXECOM approval subject toextension for another 20 bankingdays. 3.7. 15 banking daysforCCEOsubject to extension for another 20 bankingdays. 3.8. 15 banking days for Head, BBSD subject to extension for another20 days. 3.9. 15 bankingdays forBranch Head subjectto extension for another10 days. 3.10. 3 bankingdays for1:1loan.

4. Signing of 4.1. Prepares the legal Account Officer

93

Legal Documents

documents and facilitate signing of documents. 4.2. Facilitates notarization and registrationofMortgagewiththe RegisterofDeeds(ifapplicable). 4.3. Forwardsthelegaldocumentsto theLegalCounselforvalidation and authentication of Credit Application.

3 banking days

Legal Officer/Admin Staff, AAIIBP

Branch




3 banking days





Branch


94

Branch Review Unit

Internal Services

95

1. CONDUCT BRANCH REVIEW

Branch Review Unit (BRU) is an independent unit of the Al-Amanah

Islamic Bank of the Philippines (AAIIBP). The unit‟s functions facilitate the

accomplishment of the Bank‟s objectives by using a systematic approach to

evaluate and contribute to the improvement of risk management, control, and

governance processes. The unit shall provide all levels of Bank management

and AAIIBP‟s Board with an independent assessment of the quality of the

Bank‟s internal control and administrative processes and provide

recommendations for continuous improvement.

Office or Division: Branch Review Unit


Type of Transaction: G2G – Government to Government

Who may avail: AAIIBP Branches


Approved Office Order and TAO Head of Operation


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit request through: Personal and Mail

1. Receive

request

None 15 minutes Receiving Staff, Branch Review Unit

2. Request of TAO for the Scheduled Branch Review

None 15 minutes Assigned Staff, Operations

3. Request

for the

Cash

Advances

for the

TAO

None 30 minutes Assigned Staff, Operations

4. Conduct branch review Planning and scheduling of entrance conference

None 1 day Staff, Branch Review Unit

and Head, Operation

5. Preparation of Branch

None 1 day Staff, Branch Review Unit

96

Review finding

6. Execute of the Branch Review Plan

None Processing time depends on the complexity of the branch reviewed topic, scope, and the number of staffs available to conduct the review

Staff, Branch Review Unit

7. Drafting the Branch reviews audit which includes the audit highlights, and conducting the exit conference .

None Processing time depends on the complexity of the branch reviewed topic, scope, and the number of staffs available to conduct the review


8. Finalization of Branch Review Report

None Maximum of 15 working days submitted to the Head of Operation for re-evaluation.


9. Issuance of Branch Review Report

None 15 working days upon issuance of branch review findings to the corresponding branch/


97

Unit/ Department.

Total None 32 days and 1 hour*


98

2. CONDUCT CUSTOMER SURVEY

As per GCG letter dated December 11, 2019, the Bank will conduct a Customer

Satisfaction Survey for all frontline services within the schedules of the nine (9)

Branches of AAIIBP annually.

Office or Division: Branch Review Unit Classification: Highly Technical Type of Transaction: G2C-Government to Citizen Who may avail: Bank Clients


GCG-AMANAH Customer Survey Questionnaire

Compliance Unit From GCG Recommendations Questionnaire Form


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Request for

the Complaint

Sheet/

Customer

Survey

Questionnaire

1. Asking/

Interview

the Client

for the

Bank

Services

(Walk-in Clients)

None 10 minutes Staff, Branch Review Unit

2. Calling for

the random

clients for

interview

the Bank

Services

(thru

Phone)

None 10 Minutes Staff, Branch Review Unit

3. Consolidati

ng the

customer

survey

questionnai

re for their

response

None Processing time depends on the consolidation of actual data.


4. Drafting the

report

None 1 working day


5. Finalization

of

None Maximum of 15 working

days


99

Customer

Survey

Report

submitted to the Head of

Operation for re-evaluation.

Total None 16 days and 20 minutes*


100

Human Resource Management

Internal and External Services

101

1. REQUEST FOR CERTIFICATION

a. Certificate of Employment b. Certificate of Leave Without Pay c. Certificate of Rating d. Certificate of Clothing Allowance e. Certificate of Fidelity Bond f. Certificate of Good Moral g. Certificate of Last Day of Service h. Certificate of Last Payment i. Certificate of Leave Credits j. Certificate of Not Granted of Midyear Bonus k. Certificate of Appearance

The office is responsible in the issuance of various certification.

Office or Division: Human Resource Management


Type of Transaction: G2C-Government to Citizen (resigned employees) G2G-Government to Government (active employees)

Who may avail: Active and Resigned Employees of AAIIBP


1. Email request from employee 2. Employee's information

Requesting employee/client Human Resource Management Employee Database


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Send email request to HRM.

1. HRM will review the email request. 1.1. HRMO will pull out employee details from Personnel Complement. 1.2. HRMO will prepare the document requested and route it for necessary approval and signature.

None 5 minutes

5 minutes

30 minutes

Human Resource Officer, Human

Resource Management

102

1.3 HRMO will hand over the hard copy document to the requester. In case the requester is not from Metro Manila Exec. Office or San Juan Branch, HRMO will send the requester a soft copy of the requested document.

10 minutes

2. Upon receive the requested document, requester will acknowledge the receipt.

2. HRMO will have the requester sign in the photocopy of the requested document and keep it in the employee's 201file. In case the requester is not from Metro Manila Exec. Office or San Juan Branch, HRMO will ask the requester to return via email an acknowledged copy of the document, print it and keep it in employee's file

None 5 minutes Human Resource Officer, Human

Resource Management

Total 55 minutes

END OF TRANSACTION

103

2. REQUEST FOR APPLICATION FOR LEAVE

The office is also responsible in the administration of leave of Bank officers and employees.



Type of Transaction: G2G-Government to Government (active employees)

Who may avail: AAIIBP Personnel’s


1. Duly-accomplished leave form (CSC Form No. 6)

2. Medical and other supporting documents

To be provided by the requesting personnel To be provided by the requesting personnel


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of properly filled-up leave forms with signature.

1. Received the leave application from the personnel.

1.1 HRMO will compute outstanding leave credits.

1.2 HRMO will affix signature.

1.3 Immediate

Supervisor of the requesting employee will affix signature for approval or disapproval.

1.4 Receives

leave form for filing.

None 5 minutes

5 minutes

2 minutes

5 minutes

5 minutes


Resource Management

Supervisor (Requesting personnel)


104

Resource Management

Total 22 minutes

END OF TRANSACTION

105

3. HIRING, SELECTION AND RECRUITMENT OF PERSONNEL

The office is also responsible in the administration of hiring, selection and recruitment of Bank personnel.



Type of Transaction: G2C-Government to Citizen (external applicants) G2G-Government to Government (internal applicants)



1. Application letter indicating the position applied for with the Item No.

2. Personal Data Sheet w/ work experience sheet (2 copies) completely filled-out and notarized.

3. Latest Authenticated copy of Rating of Civil Service Eligibility or Honor Graduate

4. Eligibility (PD907) (2 copies) with DRY SEAL

5. If CPA/other license professional –Latest Authenticated copy of Board Result & PRC Certificate (2 copies each)

6. If Lawyer - two (2) copies each of Latest BAR result and BAR Membership

7. Certified True Copy of the Diploma (Graduate & Undergraduate Courses)

8. Certified True Copy of Transcript of Records (Graduate & Undergraduate Courses)

9. CSC Clearance 10. Ombudsman Clearance 11. NBI Clearance 12. Police Clearance 13. Fiscal Clearance 14. Barangay Clearance 15. Certificate of Employment from

previous job/s with compensation 16. Clearance from Previous Work/s 17. Certificate of Leave without Pay (if

worked in a government previously) 18. Service Record (if worked in a

government previously)

To be provided by the applicant To be provided by the applicant CSC CSC PRC Office of the Bar Confidant School Graduated School Graduated CSC Ombudsman NBI Police Headquarters Trial Court Barangay To be provided by the applicant To be provided by the applicant Previous government agency (HR) Previous government agency (HR)

106

19. Medical Certificate (downloadable at CSC website)

20. Original Authenticated copy of PSA Birth Certificate/ Marriage Certificate (if applicable)

21. Original Authenticated copy of PSA Birth Certificate of Children (if applicable)

22. BIR Form 2316 (to be submitted to assigned branch or office and need to provide a copy to HRM)

23. BIR Form 1905, duly accomplished 24. 2 x 2 pictures (white background) –

2 pcs. 25. Electronic signature (for the

Company ID) 26. Photocopy of 2 valid IDs with 3

specimen signatures (2 copies)

Accredited Government Hospital PSA PSA BIR BIR To be provided by the applicant To be provided by the applicant To be provided by the applicant


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of Letter of Intent and Personal Data Sheet (PDS)

1. Receives and screens based on the qualifications needed on the vacant position applying for.

If qualified, the applicant will be notify thru text/ call/ email for the schedule of pre-employment examination If not, application will be terminated.


Resource Management

2. Take the pre-employment examination

2. Conducts the pre-employment examination

None 4 hours


Resource

107

2.1 Check/s examination of applicant/s

2.2 Notify/ies applicant/s about the schedule of panel interview

2 hours

5 minutes

Management

3. Attend panel interview

3.1 Conduct/s panel interview by Selection Board member

3.2 Prepare evaluation sheet per candidate

3.3 Preparation of Ratings and Deliberation

None 2 hours

30 minutes

30 minutes

HRMPSB Member

HRMPSB Member


Resource Management

4. Submission of requirements needed for Background Investigation

4. Receives and checks all requirements submitted.

4.1 E-mail CAU for Background Investigation request.

4.2 Route B.I. Report for approval.

None 2 weeks

30 minutes

10 minutes


Resource Management

5. Conducts Meeting/Deliberation of positions by Human Resource

None

2 hours

HRMPSB Member

108

Merit and Selection Board (HRMPSB)

5.1 Prepare Minutes and Resolution of Meeting

5.2 Review/approval of Minutes of Meeting by HRMPSB Member.

4 hours

1 day


Resource Management

6. Complete submission of pre-employment requirements.

6. Receives and review all requirements.

None 1 hour Human Resource Officer, Human

Resource Management

7. Prepare appointment paper

7.1 Signing/approval of Appointment papers

7.2 Transmit approved appointments to concerned personnel

7.3 Prepare and

submit approved appointment/s to CSC for validation.

None 4 hours

1 day

1 hour

1 day


Resource Management

Office of the

Chairman and CEO


Resource Management

Total 16 days*

END OF TRANSACTION * The maximum processing time for each service applies upon submission of complete requirements. This

109

does not include waiting time which varies depending on the nature of transaction/product being availed and other causes beyond the control of our staff.

110

4. REQUEST FOR MONETIZATION

The office is also responsible in the administration of request for monetization of Bank officers and employees.






1. Signed application for monetization Form with supporting attachments

To be provided by the requesting personnel


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Signed application for monetization Form

1. Receives Monetization

application form

2. Computes/ verifies vacation and/or sick leaves available for

monetization

3. Forwards the application

For monetization to the HR Head for signature

4. Signs the monetization

application & returns the same to the HR Unit

5. Forwards the monetization application to Chairman

None 10 minutes

30 minutes

5 minutes

10 minutes

1 day


Resource Management

Head, Human Resource

Management

Chairman and CEO

111

and CEO for signature/approval.

6. Forwards the Approved Request for

Monetization to requesting employee and Accounting Unit.

10 minutes


Resource Management

Total 1 day, 1 hour and 5 minutes

END OF TRANSACTION

112

5. RESIGNATION/RETIREMENT OF PERSONNEL

The office is also responsible in the administration of resignation and retirement of Bank personnel.



Type of Transaction: G2G-Government to Government (internal employees)

Who may avail: Active members who opted to resign, retire or separate under RA 8291, RA 660, RA 1616 and Portability


1. Resignation Letter 2. Clearance (4 copies) 3. Notarized Waiver (1 copy) 4. Company ID 5. IPCR 6. SALN as of last day of service with

AIB (duly received by Ombudsman/CSC within 30 days upon resignation)

7. GSIS Clearance (In securing a clearance, the AAO or LO must submit your duly accomplished MRF and Retirement/Separation Life Insurance/Cash Surrender Value - 3 copies)

Additional Requirements for Retirement:

8. Duly accomplished Application Form for Retirement / Separation / Life Insurance Benefits;

9. Service Record with Leave Without Pay (LWOP) Certification (indicating the specific dates and time of LWOP) signed by authorized officer; and

10. To be submitted upon receipt of notice from GSIS - Declaration of Pendency / Non-pendency of Case (DPNPC) Form (date administered / notarized should be on or after receipt of notification from GSIS).

Employee HR HR Employee Employee Employee HR/GSIS website HR/GSIS website HR HR/GSIS website


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

113

1. Submission of written resignation (indicating the date of effectivity)

1. Receives the letter from the resigning employee.

1.1 Preparation of acceptance of resignation.

1.2 Acceptance of resignation by the Appointing officer/authority.

1.3 Forward

acceptance of resignation to the employee.

None 10 minutes

1 hour

2 days

1 hour


Resource Management

Chairman/Appointing officer

Human Resource

Officer (Human

Resource Management)

2. Acknowledgement of Acceptance of Resignation by the Appointing officer/authority.

2. Receives the notice of acknowledgement

2.1 HRMO will submit to the CSC Field Office concerned within thirty (30) calendar days from the date of the effectivity of the resignation, the following: a. the voluntary

None 10 minutes

2 days

Human Resource

Officer (Human

Resource Management)

114

written notice of the employee informing the appointing officer/authority that he/she is relinquishing his/her position and the effectivity date of said resignation; b. the acceptance of resignation in writing by the agency head or appointing officer/authority which shall indicate the date of effectivity of the resignation; and c. the proof of notice of the acceptance of resignation to the employee.

2.2 Filing of receiving copy to 201 file.

10 minutes

3. Submission of requirements on resignation (last day of the employee)

3. Receives and checks all requirements submitted.

1 hour

Total 4 days, 3 hours and 30

115

minutes*

END OF TRANSACTION

* The maximum processing time for each service applies upon submission of complete requirements.

This does not include waiting time which varies depending on the nature of transaction/product being

availed and other causes beyond the control of our staff.

116

6. FILING OF STATEMENT OF ASSETS, LIABILITIES AND NETWORTH

The office is also responsible in the administration of annual submission of Statement of Assets, Liabilities and Networth.






7. Duly-accomplished SALN form To be provided by the requesting personnel


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Prepare memorandum to all employees.

30 minutes Human Resource Officer, Human

Resource Management

2. Submission of SALN by all employees

2. Receive and Check SALN

2.1 Review individual SALN

2.2 Return incomplete forms to employees concerned

2.3 Prepare list of employees (compliance/non-compliance)

2.4 Prepare final list of employees (compliance/non-compliance) certification.

None 2 minutes per SALN Form

5 minutes per SALN Form

10 minutes per employee

3 hours

1 hour


Resource Management

117

2.5 Transmit final list of compliance/non-compliance to CSC

1 day

Total 1 day, 4 hours and 47

minutes

END OF TRANSACTION

118

7. REQUEST FOR SERVICE RECORDS

The office is also responsible in the administration of request of service records of AAIIBP active and inactive personnel.



Type of Transaction: G2C- Government to Client (inactive employees) G2G-Government to Government (active employees)

Who may avail: AAIIBP Active and Resigned Personnel’s


1. Letter/Email of request To be provided by the requesting personnel


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit Letter/Email request for service records.

1. Receives letter of request


Resource Management

2. Retrieves 201 file. ( To give at least one (1) week lead time for inactive 201 Files maintained at Warehouse)

2.1 Prepares document

2.2 Forwards documents to HR Head for signature

2.3 Forwards signed service records to the requesting employee.

None 10 minutes

1 hour

5 minutes

5 minutes


Resource Management

119

Total 1 hour and 25 minutes

END OF TRANSACTION

120

Investment Banking Unit

External Services

121

1. GENERAL ISLAMIC INVESTMENT ACCOUNT

This service is for government and private agency that needfundings for their

Shariah-compliant projects. This is also available to investors who want to

invest their funds in sustainable and profitableprojects ranging from the

Service, Agriculture and Industrial Sector.

Office or Division: Investment Unit



G2G- Government to Government G2B- Government to Business

Who may avail: -Government Agencies -Registered Private Companies


For the Borrowers or Project Proponent

Initial Requirements

Letter of Intent To be provided by the Proponent

Business Plan with feasibility studies and financial projections

To be provided by the Proponent

Board Resolution (for GOCC Proponents only)

From the Proponent’s Board of Directors

Special Power of Attorney (for single Proprietorship)

Local Ordinance (LGU only) Local Government Units

Provincial Government Ordinance Provincial Government

Consent of the President of the Philippines or Secretary of Finance (for Government Proponents only)

Office of the President or the Secretary of Finance

SEC Registration Securities and Exchange Commission

Certified True Copy of Assets Land Registration Authority, BIR

Secondary Requirements

Sworn Undertaking Investment Unit, AAIIBP

Memorandum of Agreement Investment Unit, AAIIBP

Opening of Personal and Corporate Account

AAIIBP San Juan Branch

Site Visit of the Project location and office of the Proponent

Investment Unit, AAIIBP

Balance Sheet and Income Statement From the Proponent

Shariah Compliance Certificate Shariah Council

Tripartite Agreement (the Funder, AAIIBP, and the Proponent)


Roadshow Fee (Subject to Airfare and Hotel Prices)

Including incidental expenses, the proponent will shoulder the expenses incurred by the

122

Investment Unit personnel who will handle the activity

Admin Fee of Php 100,000.00 From the Proponent

For the Funder

Letter of Commitment to Finance the Project

From the Funder

Sworn of undertaking for willingness to subject to KYC procedure or due diligence to determine his source of income and other AMLC requirement


Due Diligence or Site/Office Visit Including incidental expenses, the proponent will shoulder the expenses incurred by the Investment Unit personnel who will handle the activity

Tripartite Agreement (the Funder, AAIIBP, and the Proponent)



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

For the Project Proponent

1. Sign in the Client Log Book in the Office Lobby

1. Give the logbook to the client

None 5 Minutes Investment Staff, Investment Unit

2. Submit the complete initial requirements to DBP 4thFloor, Sen. Gil Puyatave., cor. Makati Ave., Makati City c/o Investment Unit, AAIIBP

2. The Investment Unit will check the completeness of the initial requirements 2.1 Assess the viability of the project and soundness of the proposal

None 10 Minutes

5 Days

Investment Staff, Investment Unit

3. Send an invitation to the Investment Unit for Site/Office Visit

3. The Investment Unit will conduct site visit to the project location and office of the proponent

None (Luzon sites) Subject to: Airfare + Hotel Accommodation

1 day (Luzon sites) 2 days (Outside Luzon sites)

Investment Staff, Investment Unit

123

rate = Total (Outside Luzon sites)

4. Sign MOA with AAIIBP

4. Draft MOA will be sent the proponent prior to signing between AAIIBP and the Proponent 4.1 Sign MOA with the proponent

None 1 Hour Chairman and CEO, Office of the

Chairman and CEO

5. Request for Sharia-compliance certificate

5. AIIBP will request said certificate from the Shariah Council

Shariah Advisor

6. Open Personal and Corporate Account

6. Requirements will be provided prior to actual opening of account 6.1 San Juan Branch will check its completeness

Php 1,000.00 for personal account Php 5,000.00 corporate account

1 Hour Investment Staff, Investment Unit

7. Send a letter to signify intention to join or not join the roadshow 7.1 The Proponent will pay the invoice 7.2 Proponent will present the project to the funders

7. The Investment Unit will package the proposal and broadcast it to the Potential Investors 7.1 Letter of Invitation and invoice containing the details of the roadshow and the program of expenditures for the roadshow will be issued respectively 7.2 Acknowledgment /receipt will be issued to the

Subject to: Visa Fee + Airfare + Hotel Accommodation + Incidental Fee= Total

5 Days Chief Investment Officer,

Investment Unit

124

proponent 7.3 The Investment Unit will conduct roadshows to the country of potential funders 7.4 The Investment Unit may present the project on behalf of the proponent

8. Negotiate on the terms until consensus is achieved 8.1 Sign the Tripartite Agreement (the Funder, AAIIBP, and the Proponent)

8. Negotiate on the terms until consensus is achieved 8.1Sign the Tripartite Agreement (the Funder, AAIIBP, and the Proponent)


Chairman and CEO

9. Receive Funds 9. AIIBP through GIIAwill disburse the funds to the Proponent

2% of the funds raised (Success Fee)

Subject to Project Timeline

Chairman and CEO, Office of the

Chairman and CEO

10. Complete the payments to the Funder or Profit and Loss Sharing

10. The Project shall be named under AIIBP on behalf of the funders but AIIBP will not interfere with the operation of the project unless in case of default 10.1 Once payment is complete, the Project will be turned-over to the Proponent

Subject to Total Project Cost

Subject to Return of Investment Timeline

Chairman and CEO, Office of the

Chairman and CEO

For the Project Proponent

125

1. The Funder will submit letter of Commitment addressed to the Chairman and CEO of AAIIBP

1. The letter will be acknowledged with time stamp of the date it was received

None 5 Minutes Investment Staff, Investment Unit

2. Sign the Sworn of undertaking for willingness to subject to KYC procedure or due diligence to determine his source of income and other AMLC requirement

2. The Investment Unit will furnish a copy of Sworn undertaking beforehand. 2.1 will conduct due diligence to the funder

None 1 day for the KYC or Due Diligence procedure (local) 3 days for the KYC of Due Diligence procedure (International)

Chief Investment Officer,

Investment Unit




Chairman and CEO

4. Release of Funds 4. AAIIBP through GIIA will receive the funds

None Subject to Project Timeline

Chairman and CEO Office of the

Chairman and CEO

5. Receive the payment of the funds

5. The Project shall be named under AAIIBP on behalf of the funders but AIIBP will not interfere with the operation of the project, unless in case of default. 5.1 AAIIBP will pay the amount collected from the proponent

Total Project Cost

Subject to Return of Investment Timeline

Chairman and CEO Office of the

Chairman and CEO

Total

END OF TRANSACTION

126

* The maximum processing time for each service applies upon submission of complete requirements.

This does not include waiting time which varies depending on the nature of transaction/product being

availed and other causes beyond the control of our staff.

127

Information and Technology Unit

Internal Services

128

1. SYSTEM APPLICATION ASSISTANCE

a. Login Issues

b. User Access

c. General Ledger Code Creation

d. Product Creation

e. System Connection Problem

Office or Division: Information Technology



G2G- Government to Government



Account Maintenance Form AAIIBP Portal

Formal written request Requesting Employee


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Request for assistance.

1. Receive request for assistance

None 5 Minutes IT Personnel, IT Unit

2. Create

user access


3. Check for duplicate


4. Create Code


5. Check and resolve issue


Total None 40 Minutes

END OF TRANSACTION

129

2. TECHNICAL ASSISTANCE ON COMPUTER RELATED PROBLEMS

a. Network Connectivity

b. Hardware Problem

c. Software Problem

Office or Division: Information Technology






Account Maintenance Form AAIIBP Portal

Formal written request Requesting Employee


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Request for assistance.

1. Receive request for assistance.


2. Identify source of problem.

None 2 hours IT Personnel, IT Unit

3. Check and resolve issue.

None 1 hour IT Personnel, IT Unit

Total None 3 hours and 5 minutes

END OF TRANSACTION

130

Office of the Corporate Secretary

Internal Services

131

1. REQUEST FOR COPIES OF BOARD RESOLUTIONS AND THEIR

SUPPORTING DOCUMENTS

Procedures and Services for the Simple request of a copy/s of Board

Resolutions/Secretary’s Certificate and supporting documents received via

email or written request.

Office or Division: Office of the Corporate Secretary (OCS)

Classification: Simple Transaction


G2G-Government to Government

Who may avail: Requesting Bank Department/Units and Regulatory Agencies


Board Resolutions and Committees Resolutions Office of the Corporate Secretary


PROCESSING TIME

PERSON RESPONSIBL

E 1. Submits Letter

request to the Office of the Corporate Secretary via email or in hard copy.

1. Receives and validates the request.

None 30 minutes Staff, OCS

2. Forward the request to the Corporate Secretary and locate the requested Board Resolution or Secretary’s Certificate in the file system (filing cabinets)

None 4 hours Staff, OCS

3. Prepares transmittal slip and attached the requested copy of the document to the Corporate Secretary for review


4. Reviews and sign the transmittal slip of the requested document

None 1 hour

Corporate Secretary

5. Receives the 5. Deliver the None 20 minutes Staff, OCS

132

requested document

requested document to the requesting party via hard copy or sends via email

6. Duly acknowledged/received/Logged

None 20 Minutes Staff, OCS

TOTAL NONE 6 hours and 50

minutes

END OF TRANSACTION

133

2. ISSUANCE OF THE REQUESTED PERTINENT DOCUMENTS TO ANY

THIRD PARTY OR OTHER GOVERNMENT OFFICIAL/AGENCIES,

OFFICES/DEPARTMENTS /OR OTHER BANKS. INFORMATION

CLASSIFIED AS HIGHLY CONFIDENTIAL (MINUTES OF THE MEETINGS

OF THE BOARD OF DIRECTORS AND COMMITTEES MEETINGS).

Office or Division: Office of the Corporate Secretary




Who may avail: Requesting Bank Units/Department and Other Regulatory/Government Agencies


Board Resolutions and Committees Resolutions Office of the Corporate Secretary


PROCESSING TIME

PERSON RESPONSIBLE

1. Letter/Memo request to the Office of the Corporate Secretary via or in hard copy

1. Receives/ email or written request for Secretary’s certificate from other agencies/units


2. Verifies the requested documents from the Banks files system (folders)

None 4hours Staff, OCS

3. Forward the letter request/email to the Corporate Secretary with the attached requested documents for review and validation


4. Photocopy the requested Secretary’s Certificate and prepares draft transmittal for the intended requesting Agency/Unit for review of the Corporate

None 3 hours Staff, OCS

134

Secretary 5. Review/initials

the final information stated in the transmittal and attached the requested Secretary’s Certificate for signature of the Corporate Secretary

None 4 hours Assistant to the Corporate Secretary

6. Forward to the Corporate Secretary the final document for signature


7. Signs the transmittal slip of the pertinent documents (Board Resolution/Secretary’s Certificate)

None 8 hours Corporate Secretary

8. Delivers/Submits the requested pertinent documents and files duly received/acknowledged


Total None 2 days, and 5 hours

END OF TRANSACTION **with in-house Corporate Secretary

135

Operations Sector

Internal Services

136

1. APPROVAL OF REPORT AND REQUEST LETTER Procedures in requesting approval of reports regularly submitted to

Operations Head or to other agencies and approval of request letters

(other than purchase request and cash advance)

Office or Division: Operations Sector (OPS)


Type of

Transaction:

G2G – Government to Government

Who may avail: Requesting Department/Unit/Employee


Report prepared by requesting unit c/o the requesting unit

Supporting schedules/attachments c/o the requesting unit

CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Requesting

unit submits

hard copy of

the report or

via e-mail to

the OPS staff

assigned to the

transaction

involved and

copy furnish

operations@a

manahbank.go

v.ph and OPS

Head.

1. Receives

the report

and

validates

completene

ss of the

report and

attachment

s.

None 8 hours Assigned Staff,

Operations

2. Prints a

copy of the

report if

submitted

via e-mail.

None 1 hour Assigned Staff,

Operations

3. Forwards

hard copy

to OPS

Head.

None 30 minutes Assigned Staff,

Operations

4. Reviews

and verifies

None 2 days Head, Operations

mailto:[email protected]



137

*Procedures in requesting approval of reports regularly submitted to Operations

Head or to other agencies and approval of request letters (other than purchase

request and cash advance)

the report;

signs if

approved.

5. Retrieves

signed

documents

and

reviews if

all

documents

are

properly

signed


Operations

6. Forwards

signed

document

to

requesting

unit.


Operations

Total None 4 days*

END OF TRANSACTION

138

2. REQUEST FOR OFFICE ORDER AND/OR TRAVEL ORDER WITHIN THE

AUTHORITY OF OPERATIONS HEAD

Procedures for simple request for preparation of office order and/or travel

order which are within the authority of Operations Head



Type of

Transaction:




Request memo prepared by requesting

unit

c/o the requesting unit


CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Requesting

unit submits

hard copy of

the request

memo or via e-

mail to the

OPS staff

assigned to the

transaction

involved and

copy furnish

operations@a

manahbank.go

v.ph and OPS

Head.

1. Receives

the report

and

validates

completene

ss of the

request

memo and

attachment

s.


Operations

2. Prints a

copy of the

request

memo if

submitted

via e-mail.


Operations

3. Prepares

draft Office

Order


Operations




139

and/or

Travel

Order

4. Forwards

hard copies

of request

memo and

draft order

to OPS

Head.


Operations

5. Reviews

and verifies

the request

and the

draft order;

signs if

approved.

None 8 hours Head, Operations

6. Retrieves

signed

documents

and

reviews if

all

documents

are

properly

signed


Operations

7. Forwards

signed

document

to

requesting

unit.


Operations


hours

END OF TRANSACTION

140

3. REQUEST FOR PREPARATION OF OFFICE ORDER AND/OR TRAVEL

ORDER OUTSIDE THE AUTHORITY OF OPERATIONS HEAD

Procedures for simple request for preparation of office order and/or travel

order which are outside the authority of Operations Head (to CEO/COO)



Type of

Transaction:





unit



CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Requesting

unit submits

hard copy of

the request

memo or via e-

mail to the

OPS staff

assigned to the

transaction

involved and

copy furnish

operations@a

manahbank.go

v.ph and OPS

Head.

1. Receives

the report

and

validates

completene

ss of the

request

memo and

attachment

s.


Operations

2. Prints a

copy of the

request

memo if

submitted

via e-mail.


Operations

3. Prepares

draft Office

Order


Operations




141

and/or

Travel

Order

4. Forwards

hard copy

to OPS

Head.


Operations

5. Reviews

and verifies

the

request;

initials if in

order.


6. Retrieves

signed

documents

and

reviews if

all

documents

are

properly

signed


Operations

7. Forwards

initialed

document

to office of

the CEO or

COO

depending

on the

nature of

the

transaction

for

signature.


Operations

8. Receives

and verifies

documents.

None. 1 hour Assigned Staff,

CEO/COO

9. Forwards

documents

to

CEO/COO.

None. 30 minutes Assigned Staff,

CEO/COO

142

10. Reviews

the order;

signs if

approved.

None 8 hours CEO/COO

11. Retrieves

signed

documents

and

reviews if

all

documents

are

properly

signed.


CEO/COO

12. Forwards

signed

Order to

OPS.


CEO/COO

13. Receives

documents

and

forwards to

requesting

unit signed

Order.


Operations

Total None 4 days

END OF TRANSACTION

143

4. APPROVAL OF PURCHASE REQUEST AND CASH ADVANCE REQUEST

TO OPERATIONS HEAD

Procedures in approving requests for purchase of supplies/ inventories/

equipment’s and approval of cash advance within the authority of Operations

Head.



Type of

Transaction:





unit



CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Requesting

unit submits

hard copy of

the request

memo or via e-

mail to the

OPS staff

assigned to the

transaction

involved and

copy furnish

operations@a

manahbank.go

v.ph and OPS

Head.

1. Receives

the report

and

validates

completene

ss of the

request

memo and

attachment

s.


Operations

2. Prints a

copy of the

request

memo if

submitted

via e-mail.


Operations

3. Forwards

documents





144

to OPS

Head.

Operations

4. Reviews

and verifies

the

request;

signs if

approved.


5. Retrieves

signed

documents

and

reviews if

all

documents

are

properly

signed


Operations

6. Forwards

signed

document

to

requesting

unit.


Operations

Total None 2 days

END OF TRANSACTION

145

5. APPROVAL OF PURCHASE REQUEST AND CASH ADVANCE REQUEST

TO CEO/COO

Procedures in approving requests for purchase of supplies/ inventories/

equipment’s and approval of cash advance which are beyond the authority of

Operations Head.



Type of

Transaction:





unit



CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Requesting

unit/employee

submits hard

copy of the

request memo

or via e-mail to

the OPS staff

assigned to the

transaction

involved and

copy furnish

operations@a

manahbank.go

v.ph and OPS

Head.

1. Receives

the report

and

validates

completene

ss of the

request

memo and

attachment

s.


Operations

2. Prints a

copy of the

request

memo if

submitted

via e-mail.


Operations

3. Forwards

documents





146

to OPS

Head.

Operations

4. Reviews

and verifies

the

request;

initials if

approved.


5. Retrieves

signed

documents

and

reviews if

all

documents

are

properly

signed


Operations

6. Forwards

signed

document

to

COO/CEO.


Operations

7. Reviews

the

document;

signs if

approved.


8. Retrieves

signed

documents

and

reviews if

all

documents

are

properly

signed.


CEO/COO

9. Forwards

signed

Order to

OPS.


CEO/COO

10. Receives

documents


147

and

forwards to

requesting

unit signed

Order.

Operations


hours

END OF TRANSACTION

148

6. LIQUIDATION OR REIMBURSEMENT OF EXPENSE APPROVED BY

OPERATIONS HEAD

Procedures for liquidating or reimbursing an expense previously approved by

the Operations Head



Type of

Transaction:




Liquidation Report or Request for

Reimbursement



CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Requesting

employee

submits hard

copy of the

liquidation

report/request

memo or

submits them

via e-mail to

the OPS staff

assigned to the

transaction

involved and

copy furnish

operations@a

manahbank.go

v.ph and OPS

Head.

1. Receives

the report

and

validates

completene

ss of the

report/requ

est memo

and

attachment

s.


Operations

2. Prints a

copy of the

request

memo if

submitted

via e-mail.


Operations




149

3. Forwards

documents

to

Accounting

& Finance

(ACCFIN).

None 30 minutes OPS assigned staff

4. Reviews

and verifies

accuracy of

report/requ

est memo;

initials if in

order.

None 8 hours Head, AccFin

5. Retrieves

documents


Operations

6. Forwards

documents

to OPS

Head.


Operations

7. Reviews

and verifies

the

request;

signs if

approved.


8. Retrieves

signed

documents

and

reviews if

all

documents

are

properly

signed


Operations

9. Forwards

signed

document

to

requesting

unit.


Operations

Total None 3 days

150

END OF TRANSACTION

151

7. LIQUIDATION OR REIMBURSEMENT OF EXPENSE APPROVED BY

CEO/COO

Procedures for liquidating or reimbursing an expense previously approved by

the CEO/COO



Type of

Transaction:




Liquidation Report or Request for

Reimbursement



CLIENT STEPS AGENCY

ACTIONS

FEES TO

BE PAID

PROCESSING

TIME

PERSON

RESPONSIBLE

1. Requesting

employee

submits hard

copy of the

liquidation

report/request

memo or

submits them

via e-mail to

the OPS staff

assigned to the

transaction

involved and

copy furnish

operations@a

manahbank.go

v.ph and OPS

Head.

1. Receives

the report

and

validates

completene

ss of the

report/requ

est memo

and

attachment

s.

None 3 hours OPS assigned staff

2. Prints a

copy of the

request

memo if

submitted

via e-mail.

None 1 hour OPS assigned staff




152

3. Forwards

documents

to

Accounting

& Finance

(ACCFIN).


4. Reviews

and verifies

accuracy of

report/requ

est memo;

initials if in

order.

None 8 hours ACCFIN Head

5. Retrieves

documents


6. Forwards

documents

to OPS

Head.


7. Reviews

and verifies

the

request;

initials if in

order.

None 8 hours OPS Head

8. Forwards

signed

document

to

COO/CEO.


9. Reviews

the

document;

signs if

approved.


10. Retrieves

signed

documents

and

reviews if

all

documents

are

properly

None 1 hour CEO/COO

assigned staff

153

signed.

11. Forwards

signed

Order to

OPS.

None 30 minutes CEO/COO

assigned staff

12. Receives

documents

and

forwards to

requesting

unit signed

Order.


Total None 4 days

END OF TRANSACTION

154

8. PROCUREMENT OF COMMON-USE SUPPLIES AND EQUIPMENT

THROUGH PS-DBM

Procurement of goods, materials, and equipment included in the Electronic

Catalogue of PhilGEPS that are used in the day-to-day operations of the Bank in

the performance of its functions.

Office or Division: Operations Sector



Who may avail: End-users


Agency Procurement Request (APR) Form PS-DBM Website

APP-CSE End-User


PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of APR Form

1.1 Receive and review APR Form; 1.2 Sign APR Form for certification of availability of funds; 1.3 Sign APR Form for final approval; 1.4 Email approved APR Form

None

None

None

None

30 minutes

1 day

1 day

5 minutes

BAC Secretariat

Head, Accounting and Finance

Head, Operations Sector

BAC Secretariat

Total None 2 days, 35 minutes

END OF TRANSACTION

155

9. PROCUREMENT OF COMMON-USE SUPPLIES AND EQUIPMENT OUTSIDE

PS-DBM THROUGH ALTERNATIVE MODE OF PROCUREMENT –

SHOPPING

Procurement of goods whereby the Bank simply requests for the submission of

price quotations for readily available off-the-shelf goods or ordinary/ regular

equipment to be procured directly from suppliers of known qualifications.






Purchase Request End-user

Certificate of Availability of Funds Head, Accounting and Finance

Request for Quotation (RFQ) End-user

Abstract of Quotations End-user

Duly signed Quotations from suppliers Suppliers


PROCESSING TIME

PERSON RESPONSIBLE

1. Preparation of Request for Quotation (RFQ)

1.1 Prepare Request for Quotation (RFQ) indicating the specifications, quantity, and other terms and conditions of the purchase request;

1.2 Send the RFQs to at least three (3) suppliers of known qualifications, and at least three (3) price quotations must be obtained; 1.3 Prepare an Abstract of Quotations setting forth the names of those who responded to the RFQ within the prescribed deadline, their corresponding price quotations, and the lowest calculated quotation submitted.

None

None

None

1 hour

3 days

1 hour

Cashier Branches /

BAC Secretariat MMEO

2. Submission of Purchase Request and all pertinent

2.1 Receive required documents and review its completeness and accuracy before

None

1 hour

BAC Secretariat

156

documents forwarding for final approval; 2.2 Sign Purchase Request upon final review; 2.3 Email approved Purchase Request to the end-user

None

None

1 day

5 minutes


BAC Secretariat

Total None 4 days, 3 hours, 5 minutes

END OF TRANSACTION

157

10. PROCUREMENT THROUGH SMALL VALUE PROCUREMENT FOR ABC

BELOW P50,000.00

Procurement of goods and services, infrastructure projects, and consulting

services where the amount involved does not exceed Fifty Thousand Pesos

(P50,000.00)








Request for Quotation (RFQ) End-user

Abstract of Quotations End-user

Duly signed Quotations from suppliers Suppliers


PROCESSING TIME

PERSON RESPONSIBLE

1. Preparation of Request for Quotation (RFQ) / Request for Proposal (RFP)

1.1 Prepare Request for Quotation (RFQ)/ Request for Proposal (RFP) indicating the technical specifications, scope of work, terms of reference, ABC and other terms and conditions;

1.2 Send the RFQs/RFPs to at least three (3) suppliers, contractors, or consultants of known qualifications, and at least one (1) quotation is sufficient to proceed with the evaluation thereof; 1.3 Prepare an Abstract of Quotations/Ratings setting forth the names of those who responded to the RFQ/RFP within the prescribed deadline, their corresponding price quotations/ratings

None None None

1 hour 3 days 1 hour

Cashier Branches /

BAC Secretariat MMEO

2. Submission of Purchase

2.1 Receive required documents and review

None

1 hour

BAC Secretariat

158

Request and all pertinent documents

its completeness and accuracy before forwarding for final approval; 2.2 Sign Purchase Request upon final review; 2.3 Email the approved purchase request to the requisitioning branch

None None

1 day 5 minutes


BAC Secretariat


END OF TRANSACTION

159

11. PROCUREMENT THROUGH SMALL VALUE PROCUREMENT FOR ABC

AMOUNTING TO P50,000.00 AND ABOVE

Procurement of goods and services, infrastructure projects, and consulting

services where the amount involved is Fifty Thousand Pesos (P50,000.00) and

above, but does not exceed One Million Pesos (P1,000,000.00).









PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of Purchase Request and Certificate of Availability of Funds

1.1 Receive required documents and review its completeness; 1.2 Sign Purchase Request; 1.3 Prepare and post Request for Quotation/Request for Proposal in the PhilGEPS website, website of Procuring Entity, and at any conspicuous place in the premises; 1.4 Prepare Abstract of Quotation/Ratings setting forth the name of those who responded to the RFQ/RFP and their corresponding price quotation/rating 1.5 Prepare a resolution recommending to the BAC and HoPE to award the contract in favor of the supplier or contractor with the

None

None

None

None

None

5 minutes

1 day

5 days

1 hour

1 hour

BAC Secretariat

Authorized Signatory

BAC Secretariat

BAC Secretariat

BAC Secretariat

160

Single or Lowest Calculated and Responsive Quotation (for good and services and infrastructure projects) or consultant with the Single or Highest Rated Quotation (consulting services); 1.6 Review Resolution for Approval; 1.7 Preparation and issuance of Notice of Award, Contract/Purchase Request, and Notice to Proceed

None

None

3 days

7 days

BAC and HoPE

BAC Secretariat


END OF TRANSACTION

161

12. PROCUREMENT THROUGH ALTERNATIVE MODE OF PROCUREMENT –

HIGHLY TECHNICAL CONSULTANTS

Procurement of consultancy contract involving an individual consultant hired to

do work that is either highly technical/proprietary or primarily confidential or

policy determining, where trust and confidence are the primary consideration.






Board Resolution Office of the Corporate Secretary


Terms of Reference End-User

PhilGEPS Registration Number Consultant

Curriculum Vitae Consultant

Copy of Government ID Consultant


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of all required documents

1.1 Receive documents and determine its completeness; 1.2 Prepare a resolution recommending to the BAC and HoPE to award the contract to the individual consultant; 1.3 Review and approve the resolution; 1.4 Provide a copy of the approved resolution to the requesting unit

None

None

None

None

5 minutes

1 hour

3 days

5 minutes

BAC Secretariat

BAC Secretariat

BAC and HoPE

BAC Secretariat

Total None 3 days, 1 hour, 10 minutes

END OF TRANSACTION

162

13. PROCUREMENT THROUGH ALTERNATIVE MODE OF PROCUREMENT –

AGENCY-TO-AGENCY

Procurement from another agency of the government that has the mandate to

deliver goods or services or to undertake infrastructure projects or consultancy

services as required by the Bank.






Authority to Procure/Engage Services of the Agency End-user


Terms of Reference End-user

Certification from the Agency that it has the mandate to deliver the goods and services required to be procured or to undertake the infrastructure project or consultancy required by the Bank

Servicing Agency


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE


1.1 Receive documents and determine its completeness; 1.2 Prepare a resolution recommending to the BAC and HoPE the use of Agency-to-Agency Agreement; 1.3 Review and approve the resolution; 1.4 Provide a copy of the approved resolution to the requesting unit

None

None

None

None

5 minutes

1 hour

3 days

5 minutes

BAC Secretariat

BAC Secretariat

BAC and HoPE

BAC Secretariat

Total None 3 days, 1 hour, 10 minutes

END OF TRANSACTION

163

14. PROCUREMENT THROUGH COMPETITIVE BIDDING (GOODS AND

SERVICES, INFRASTRUCTURE PROJECTS, CONSULTING SERVICES)

Procurement which is open to participation by any interested party and which

consists of the following processes: advertisement, pre-bid conference, eligibility

screening of prospective bidders, receipt and opening of bids, evaluation of bids,

post-qualification, and award of contract.






Board Resolution Office of the Corporate Secretary


Terms of Reference End-user/Technical Working Group


PROCESSING TIME

PERSON RESPONSIBLE


1.1 Receive documents and determine its completeness; 1.2 Prepare bidding documents and timeline for the procurement activities; 1.3 Hold pre-procurement conference; 1.4 Posting of Invitation to Bid in the PhilGEPS website, website of Procuring Entity, and at any conspicuous place in the premises, holding of pre-bid conference, and receipt and opening of bids 1.5 Prepare Bid Evaluation Report 1.6 Conduct post-qualification and prepare subsequent report;

None

None

None

None

None

None

5 minutes

1 day

2 hours

20 calendar days

1 day

2 days

BAC Secretariat

BAC Secretariat

BAC, BAC Secretariat, TWG,

End-users

BAC Secretariat, BAC, TWG, End-

users

BAC Secretariat/ TWG

BAC Secretariat/

TWG

164

1.7 Prepare a resolution recommending to the BAC and HoPE to award the contract in favor of the supplier or contractor with the Single or Lowest Calculated and Responsive Quotation (for good and services and infrastructure projects) or consultant with the Single or Highest Rated Quotation (consulting services); 1.8 Approval of Resolution and Issuance of Notice of Award; 1.9 Contract Preparation and Signing; 1.10 Issuance of Notice to Proceed

None

None

None

None

1 hour

3 days

10 calendar days

2 days

BAC Secretariat

BAC, HoPE, and BAC Secretariat

BAC Secretariat, Legal Department,

HoPE

BAC Secretariat, HoPE

Total None 39 Days, 3 hours, 5 minutes*

END OF TRANSACTION *Procurement through Competitive Bidding and its earliest and maximum period allowed is

covered under Republic Act 9184 and its 2016 Revised Implementing Rules and Regulations

165

15. CHECKBOOK REQUISITION

A small book containing pre-printed paper instruments issued to checking

account holders and used to pay for goods or services.




Who may avail: Branches


Checkbook Request – Signed Document and concatenate excel file

Requesting Branch


PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of Checkbook Request

1.1 Receive documents and determine its correctness; 1.2 Prepare consolidated checkbook request for all documents received for the whole week; 1.3 Countercheck consolidated checkbook request; 1.4 Approval of consolidated checkbook request; 1.5 Email approved consolidated checkbook request to NPO

None

None

None

None

None

1 hour

5 days

1 hour

1 day

5 minutes

Staff, Operations Sector




Staff, Operations


END OF TRANSACTION

166

Operations Sector

External Services

167

1. ISSUANCE OF BIDDING DOCUMENTS

The BAC shall issue the bidding documents to the prospective bidders upon

payment of the corresponding cost hereof to the collecting/disbursing officer of

the procuring entity concerned.



Type of Transaction: G2B – Government to Business

Who may avail: Prospective Bidders


Official Receipt Branch Cashier/Teller


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Prospective shall proceed to the Branch Teller/Cashier to pay for the bidding documents

1.1 Issuance of Official Receipt once paid

Standard rates as

prescribed in Appendix

8 of the 2016

Revised IRR of

RA9184

10 minutes

Cashier/Teller Branch

2. Present the Official Receipt to the BAC Secretariat

2.1 Release of bid documents

None 5 minutes

BAC Secretariat Operations Sector


END OF TRANSACTION

168

2. SUBMISSION AND RECEIPT OF BID PROPOSAL/ELIGIBILITY DOCUMENTS

Bidder’s authorized representative shall submit its bid proposal, sealed and

marked, to the BAC Secretariat before the scheduled deadline of submission of

bids.




Who may avail: Prospective Bidders


Sealed Bid Proposal (Original and Copy No. 1) Prospective Bidders


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of bid proposals

1.1 Stamp and receive the bid with the date and time of receipt and affix signature to acknowledge receipt of bids 1.2 Secure the submitted bid proposal in the designated venue of the opening of bids

None

None

5 minutes

5 minutes

BAC Secretariat

BAC Secretariat


END OF TRANSACTION

169

3. REQUEST FOR RECONSIDERATION

Decisions of the BAC at any stage of the procurement process may be

questioned byfiling a request for reconsideration within the three (3) calendar

days upon receipt ofwritten notice or upon verbal notification.




Who may avail: Concerned Bidders


Request for Reconsideration Concerned Bidder


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submission of Request for Reconsideration within three (3) calendar days upon receipt of written notice or upon verbal notification to the BAC Secretariat

1.1 Receive the Request for Reconsideration and forward copies to the BAC and TWG 1.2 Decide and prepare resolution on the Request for Reconsideration within seven (7) calendar days upon receipt thereof 1.3 Send a copy of the resolution to the concerned bidder

None

None

None

5 minutes

5 days

1 day

BAC Secretariat

BAC, TWG, and BAC Secretariat

BAC Secretariat

Total None 6 days, 5 minutes

END OF TRANSACTION

170

STANDARD RATES ON THE SALE OF BIDDING DOCUMENTS

Appendix 8 of the 2016 Revised IRR of RA 9184 “Guidelines on the Sale of the Bidding Documents”

Approved Budget for the Contract (ABC) Maximum Cost of bidding Documents (in Philippine

Peso)

500,000 and below 500.00

More than 500,000 up to 1 Million 1,000.00

More than 1 Million up to 5 Million 5,000.00




More than 500 Million 75,000.00

171

Treasury Department

Internal Services

172

1. REQUEST FOR ADDITIONAL GSIS CIV INSURANCE

Office or Division:

Treasury Department




Who may avail: AAIIBP Branches

CHECKLIST OF REQUIREMENTS WHERE TO REQUEST

1. Email request from the Cashier or Branch Head

2. Amount of Additional GSIS CIV and the date of coverage

Requesting branch

Treasury Department

CLIENT STEPS AGENCY ACTIONS FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Send email request to Treasury Dept.

1. Treasury Dept. will check the accuracy of email request.

1.1 Treasury Dept. will check the date of request, the amount and the date of coverage.

1.2 Treasury Dept. will print the email request for signature/approval of the Treasury Head.

1.3. Treasury Dept. will send email request to GSIS for additional CIV Insurance.

None 6 minutes Staff, Treasury Department

2. Email to branch the approved additional GSIS CIV Insurance

2. Treasury Dept. will then scan the approved additional GSIS CIV Insurance request of the branch


173

request and email it back to the branch with Treasury Dept. Head’s approval/signature.


END OF TRANSACTION

174

2. IBCP OF BRANCHES VIA BSP PHILPASS

Office or Division:

Treasury Department




Who may avail: Branches of AAIIBP

CHECKLIST OF REQUIREMENTS WHERE TO SEND

1. IBCP printout from BSP Philpass

Treasury Dept.

DEPARTMENT STEPS

AGENCY ACTIONS

FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1.Check the BSP Philpass for possible IBCP

1. Treasury Dept.

will print the

downloaded IBCP

from the BSP

Philpass

1.1 Treasury Dept.

will check the date

of the IBCP, the

amount and the

beneficiary by

informing the IT

Department the

name and account

number of the

beneficiary to

check for it from

the system.


2. IT checks the beneficiary if it is client of the bank.

2. If is client of the

bank, Treasury will

then prepare the

advice and sends

the same to the

concerned branch

None 15 minutes

Staff,Accounting Department

175

3. The concerned branch will acknowledge the email and credit the IBCP to its client.

thru email.

15 minutes


END OF TRANSACTION

176

3. FUND TRANSFER VIA RTGS FACILTY OF BSP

Office or Division:

Treasury Department






1. Email request from the Cashier or Branch Head to the Head of Operations thru the Head of the Treasury 2. Attached to email the computation of the amount needed by the Branch

Requesting branch

Treasury Department

CLIENT STEPS AGENCY ACTIONS FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Send email request to Treasury Dept.

1. Treasury Dept. will

check the accuracy of

email request.

1.1 Treasury Dept.

will check the date of

request and the

amount.

1.2 Treasury Dept.

will send a request

letter to the Head of

Operations for the

approval of the

Branch’s RTGS

request.

1.3 Treasury Dept.

will print the email

request for

signature/approval of

None 20 minutes Staff, Treasury

Department

177

the Treasury Head.

1.4 Treasury Dept.

will enter the RTGS to

BSP Philpass. Once

settled, the treasury

Dept. will print the

RTGS from the

Philpass.

2.Forward to Operations Dept. the approved RTGS request and the settled RTGS from BSP Philpass

2. Operations Dept.

will then scan the

approved RTGS

request of the branch

and email it back to

the branch with

Treasury Dept. Head

and Operations Dept.

Head

approval/signature

together with the

settled RTGS from

BSP Philpass.

The Treasury Dept.

will be given a copy.


Department


END OF TRANSACTION

178

4. DBP REMITTANCE

Office or Division: Treasury Department





1.Email from DBP-Head Office

DBP Remittance

Treasury Department


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. The DBP-Remittance sends email to Treasury Dept. informing the Bank of incoming remittance for its client and request fordocuments of the client for AMLA purposes

1. Treasury

Dept. shall

check the

content of the

letter and

acknowledge

the email.

1.1 Treasury

Dept. shall

send the email

to the

concerned

branch to

comply with

the

requirements.


Department

2. The concerned Branch acknowledges the email 3. The concerned Branch sends all the required documents to

None 5 minutes

3 days

Staff,

Branch/DBP

Remittance

Staff, Treasury

179

DBP-Remittance 4.DBPRemittanceupon receipt of all the required documents from the concerneed branch then credits the remittance to the BSP PhilPaSS or PesoNet.

5. The concerned branch acknowledges the ticket advice and the printed remittance details. 5.1 The concerned branch then credits the remittance to its client.

4.1 Treasury Dept. shall download and print the credited remittance via BSP PhilPaSS System. 4.2 Treasury Dept. prepares the ticket advice, checks and signs it. 4.3 Treasury Dept. sends the ticket advice to the concerned branch together with the printed remittance from the BSP PhilPaSS System.

Until 3 days (Processing

time depends on the

response of DBP it could take longer

than 3 days)

15 minutes

Department

Total None 10 days

END OF TRANSACTION

181

5. CASH ASSISTANCE OF ACCOUNTING DEPARTMENT





Who may avail: Accounting Department


1. Letter request from the Accounting Department Head.

Requesting Department


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Sends request letter to Treasury Dept.

1. Treasury Dept.

will check the

accuracy of

request letter.

1.1 Treasury

Dept. will check

the date of

request, the

amount, the

reason for cash

assistance and

signs the request

letter.


Department

2. Sends approved request to local bank.

3. Give Treasury Dept. a copy of the request letter upon receipt of the local bank.

2. Check the

requested

amount if debited

from the local

bank.

None 2 hours or the

following day

Staff,

Accounting

Department

182

Total None 2 hours and 5

minutes

END OF TRANSACTION

183

6. CASH ASSISTANCE OF SAN JUAN BRANCH





Who may avail: AAIIBP San Juan Branch


1.Letter request from the Cashier or Branch Head to the Head of the Treasury

San Juan Branch


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Sendrequest letter to Treasury Dept.

1. Treasury Dept.

will check the

accuracy of

request letter.

1.1 Treasury

Dept. will check

the date of

request, the

amount and the

reason for cash

assistance. The

Treasury Head

then signs the

letter.


Department

2. Borrow the passbook from the Treasury Dept. and seek for the signatures of the authorized signatories for withdrawal.

2. The

authorized

signatories sign

the withdrawal

slip and hand

over the

passbook to the

None 10 minutes

Staff, Treasury

Department

184

3. The Branch can now withdraw from the local bank. 4. After withdrawal, the Branch will return the passbook to Treasury Dept. together with the copy of withdrawal slip.

Branch.

1 hour

Total None 1hour and 17

minutes

END OF TRANSACTION

185

FEEDBACK AND COMPLAINTS MECHANISM How to send feedback Client inputs feedback through

Feedback/Customer Satisfaction Form and submits the same to the Branch Consumer Assistance Officer (BCAO).

How feedbacks are processed BCAO shall compile at the end of the weekall Feedback/Customer Satisfaction Forms. BCAO shall evaluate those which will require answer. Feedbacks requiring answer shall be forwarded to Office and shall be answered within three (3) days from receipt. For follow-up and inquiries, client may call us at 8893-5036 or e-mail us at [email protected].

How to file a complaint Fill-out Complaints / Request Form in duplicate and submit to the Branch Consumer Assistance Officer (BCAO).

How complaints are processed If the complaint is simple and can be resolved at once, prepares formal resolution by accomplishing the Official Reply Form. If the complaint is complex, immediately forwards the complaints to the Dedicated Head, Consumer Assistance Officer (DHCAO) for the Official Reply Form following the order/instructions on the Bank Action Form. If the complaint is highly technical, CPAC/ManCom, through its DHCAO forwards the complaint to the Board of Directors to resolve the complaint. BCAO prepares the Official Reply Form following the order/instructions on the Bank Action Form.

Contact Information of CCB, PCC, ARTA

ARTA: [email protected] 1-ARTA (2782) PCC: 8888 CCB: 0908-881-6565 (SMS)


186

LIST OF OFFICES

Office Address Contact

Information

CAGAYAN DE ORO BRANCH V. Neri St., Carmen Market, Cagayan de Oro, Misamis Oriental (9000)

(08822) 722-288

COTABATO BRANCH Hua Hing Building, Sinsuat Avenue, Cotabato City, Midsayap North

Cotabato (9410)

(064) 421-2002

DAVAO BRANCH Nicolas Commercial Center, Quirino Avenue, Davao City (8000)

(082) 227-2204

GENERAL SANTOS BRANCH G/F JMP Building, Osmeña St., General Santos City, South Cotabato

(9500)

(083) 552-4013

ILIGAN BRANCH Norpen Bldg. II, Poblacion, Roxas Avenue, Iligan City, Lanao del Norte

(9200)

(063) 221-1917

JOLO BRANCH G/F Honeybee Bldg. Serantes St., Jolo Sulu (7400)

(085) 341-8911 loc. 2347

GREENHILLS SJC BRANCH Greenhills McKinley Arcade, MA-104B, Ortigas Avenue, San Juan City

8893-5036

MARAWI BRANCH G/F, Cultural Building Center, MSU Campus, Marawi City

359-0108

HEAD OFFICE & ZAMBOANGA BRANCH

PHIDCO Bldg. A. Veterans Avenue, Divisoria, Zamboanga City (7000)

(062) 991-4158

METRO MANILA EXECUTIVE OFFICE

Greenhills McKinley Arcade, MA-104B, Ortigas Avenue, San Juan City

8893-5036

AL-AMANAH ISLAMIC INVESTMENT BANK OF THE PHILIPPINES · 2 I. Mandate: Al-Amanah Islamic Investment...

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