Chapter 17

Administrative and Financial Matters

Contents

• 17.1 Payment of expenses for training
• 17.2 Payment of expenses for enumeration/supervision
• 17.3 Payment for services rendered by CBMS Personnel
• 17.4 Mode of payment
• 17.5 Reporting requirements
• APPENDICES
  • Appendix 6: Approximating the Floor Area Using Pace Factor
  • Appendix 7: Specific cases and examples of assigning BSN, HSN, and HUSN
  • Appendix 9: Age as of Last Birthday Conversion Table

The general procedures, policies, and guidelines of respective LGUs shall apply in the processing of applications for payment of financial claims of all personnel involved in the 2023 CBMS, namely: the Enumerators (EN), Team Supervisors (TS), CBMS Area Supervisors (CAS), Map Data Collector (MDC), Map Data Processors (MDP), Map Data Reviewers (MDR), and other hired personnel. These procedures are intended to facilitate the preparation and submission of reports on disbursements and other financial transactions related to CBMS operations.

On the other hand, the budget for the per diem of PSA personnel (including HCAS) during training and supervision related to the 2023 CBMS activities shall be funded by PSA.

17.1 Payment of expenses for training

1. All PSA regular field personnel who will attend the 2023 CBMS training outside their official station shall be entitled to claim actual transportation expenses (TE), per diem, and incidental expenses, in accordance with Executive Order No. 77 dated 15 March 2019.
2. The CAS shall be entitled to payment of actual TE to and from the provincial training center during the Third Level Training.
3. Participants in the Fourth Level Training shall be entitled to actual TE.
4. Each participant in the Second and Third Level Training shall be allocated a hotel accommodation amounting to Php3,000.00 per day to cover the costs for the training venue, meals, snacks, and use of other training equipment such as projector, sound system, and others.
5. Each participant in the Fourth Level Training shall be allocated an amount of Php700.00 per day per person to cover the costs for meals and snacks.

17.2 Payment of expenses for enumeration/supervision

1. The RDs, PSO-CSSs, statisticians, and other RSSO/PSO personnel shall be entitled to payment of actual TE, per diem, and incidental expenses during the enumeration/supervision, in accordance with EO No. 77. Those who will use official vehicles shall be entitled to payment of gasoline expenses.
2. During supervision, the RSSO/PSO personnel shall be entitled to reimbursement of actual TE and one (1) unit meal allowance if their areas of assignment are within their official station, subject to the provisions of EO No. 77.
3. During field enumeration, the CASs, TSs, and ENs shall be entitled to fixed transportation expense. However, they shall not be entitled to meal allowance during the enumeration/supervision since this is already included in their honorarium/wages.
4. Each participant in the Second and Third Level Training shall be allocated a hotel accommodation amounting to Php3,000.00 per day to cover the costs for the training venue, meals, snacks, and use of other training equipment such as projector, sound system, and others.
5. Each participant in the Fourth Level Training shall be allocated an amount of Php700.00 per day per person to cover the costs for meals and snacks.
   
   The rates of fixed TEs are as follows:

   Designation	Fixed Transportation Expense per Day (Php)
   EN	60.00

17.3 Payment for services rendered by CBMS Personnel

1. Payment for Hired Personnel under Contract of Service (COS) should be executed between the PSA and Contract of Service Workers (COSWs). The COS stipulates the COSWs' daily wage, as shown in the tables below, subject to applicable revenue regulations or withholding tax. The personnel below will be paid only for the equivalent number of days of their output as considered the actual number of days they have rendered services, including the days spent on training.

   Hired Personnel	NCR(Php)	Region 3/4A (Php)	Other Regions(Php)	Fixed transportation	Communication Allowance/Monthly (Php)
   EN	644.00	504.00	491.00	60.00	300.00

2. Honorarium of Punong Barangay (not allowed)

17.4 Mode of payment

1. The RSSO/PSO should issue checks as payment for the following expenditures, chargeable to the 2023 CBMS account:
   
   1. TE/per diem
   2. Communication, repairs and maintenance, transportation services, supplies and materials
   3. Issuance of cash advance (CA) to the Cashier/DO
2. The following may be paid out of cash advance, which shall be issued to the Cashier/DO:
   
   1. Payment of services rendered by hired census personnel
   2. Fixed transportation expense for hired TSs, CASs, and ENs during the enumeration
3. Disbursement Vouchers for CA should be approved by the RD or the PSO-CSS, as the case may be.
4. The CA to be issued must be equal to the approved vouchers and/or payrolls.
5. The CA should be withdrawn on the day the claims are paid. As such, cash balances should not stay with the Cashier/DO at the end of the day.

17.5 Reporting requirements

1. Accountability Reports
   
   1. The Cashier/DO should see to it that the Disbursement Record for both check and cash payments are maintained and updated for every transaction.
   2. A monthly Report of Checks issued should be prepared for disbursements, chargeable against the 2023 CBMS account.
   3. To liquidate CAs received, the Cashier/DO should accomplish a Report of Disbursements.
   4. The accountability reports, together with the paid payrolls/vouchers and the required supporting papers should be forwarded to the Provincial Bookkeeper and submitted to the RSSO Accountant for review and consolidation. The final report should then be submitted to the Chief Administrative Officer of the BD.
   5. The word ‘PAID’ should be conspicuously stamped on the paid payrolls/vouchers to which the Cashier/DO should affix his/her signature.
   6. All CAs issued to the Cashier/DO in connection with the 2023 CBMS must be fully liquidated within 30 days after the completion of the enumeration, including refund of unexpended balance, if any.
2. Monitoring of 2023 CBMS Funds
   7. In addition to the usual accountability reports, all funding allocations received, and expenses incurred should be reported/uploaded using the financial module of the Management Information System (MIS) for the 2023 CBMS. This financial module of the MIS provides the management with information on the funds allocated, transferred, and utilized by item of expenditure and by activity. The utilization rate of 2023 CBMS funds by item of expenditure should then be generated. Refer to Table 17.1 for the Financial Monitoring Report.
3. Other provisions
   1. The Civil Service Commission (CSC), Commission on Audit (COA), and Department of Budget and Management (DBM) issued a Joint Circular No. 1, series of 2017 dated 15 June 2018 that pertains to the rules and regulations governing COSWs and Job Order (JO) Workers in the government. The said circular stipulates that statistical researcher hired under a Contract of Service or Job Order have the option to enroll themselves in social benefit programs through the Social Security System (SSS), Philippine Health Insurance Corporation (PhilHealth), and Pag-IBIG Fund as self-employed members.
   2. Transactions covered by the provisions of COA Circular No. 2009-002 dated 18 May 2009 shall be forwarded to the Local COA Auditor for pre-audit. RSSO/PSO shall coordinate in advance with their respective auditors regarding the pre-audit of the 2023 CBMS transactions.
   3. Designated accountable officers shall be properly bonded.
   4. Claims not covered by these guidelines must be referred to the Central Office (CO) for appropriate action.
   5. Surprise audit/examination may be conducted to check whether the financial procedures and policies formulated for the 2023 CBMS are strictly observed.
   6. The Cashier/DO and the approving official shall be jointly liable for any abuse or misappropriation of fund because of irregular/anomalous transactions.
   7. Guidelines on the utilization of funds for the 2023 CBMS shall be issued by the CSS-BD if the need arises.

APPENDICES

Appendix 6: Approximating the Floor Area Using Pace Factor

Pacing refers to the normal steps that a person does in walking.

Distances can be measured on foot, but a simple and careful pacing procedure is required. Distance is calculated by counting the number of steps between two points and multiplying the number by the average length of your pace, or your so-called pace factor.

To determine your average length of pace, proceed as follows:

1. With a measuring tape or any similar device, measure the distance between two points -- about 10 meters.

2. Walk the distance at least 3 times in each direction (a total of 6 times). Walk normally; that is, your step must not be unusually long or unusually short. Count the number of steps taken each time.

3. Compute the average number of your paces for the six trips. For example, if the counts of steps taken on the six trips are 12, 13, 11, 12, 14, and 13, add up the six counts and divide the sum by 6 (75 / 6) to get the average pace, which is 12.5.

4. Divide the distance that was laid to get the average length of pace by the average number of paces. In this example, 10 meters is divided by 12.5 (10/12.5) to get an average of 0.8.

Given your pace factor, you can now approximate the length and width of the housing unit to get its floor area.

For example, you counted 20 paces from one end of the wall of the housing unit to the opposite end of the wall, and you counted another 15 paces from another distance perpendicular to the first distance you paced. The length of the housing unit would be (20 x 0.8), or equal to 16 meters. The width of the housing unit, on the other hand would be (15 x 0.8), or equal to 12 meters. Therefore, the estimated floor area of the housing unit is 192 square meters.

Appendix 7: Specific cases and examples of assigning BSN, HSN, and HUSN

1. Assigning of Building Serial Number (BSN)

Case	Action/s to be Taken
A garage or a small structure is structurally separated from the house and a household member may only be sleeping in it.	Check the map if a BSN was assigned to the structure. If there is, do not list this building and make the appropriate action on the map.
Another household resides (eating and sleeping) in a garage or a small structure that is structurally separated from the house.	Check the map if a BSN was assigned to the structure, if none, assign a new BSN using the 4000 series.
Two or more households live in one building or there are two or more housing units in the building.	Use the same BSNs found in the map for this structure for all the households/housing units residing/found in the same building.
A household occupies two buildings, each of which had complete facilities.	Check the map if there were BSNs assigned to the two buildings, if none, assign different BSNs using the 4000 series.

2. Assigning of Housing Unit Serial Number (HUSN) and Household Serial Number (HSN)

Case	Action/s to be Taken
1. Two or more households are living in the same housing unit.	Assign the same HUSN for the households. Assign a different HSN for each household.
2. A household resides within the premises of an ILQ, that is, in a place where institutional population resides.	Use the BSN of the building in the ILQ where the household resides. Assign HUSN and HSN for the household.
3. A housing unit is occupied by a household whose members are to be excluded from the enumeration, such as foreign diplomats or foreign citizens who are staying in the country for less than a year.	Assign corresponding HUSN. Assign HSN ‘8888’ for that household. to indicate that the housing unit is occupied by persons who are excluded from the enumeration. Write a remark (Remark/s Column), for example, “Household of Foreign Missionary”. Fill out a corresponding CBMS Form 2 for every housing unit occupied by persons who are excluded from enumeration. Fill out the geographic and housing portions only.
4. The household of a foreign diplomat has members who constitute a separate household in this census, for instance, household help.	For the foreign diplomat: Assign corresponding HUSN. Write ‘8888’ for HSN. For the separate household: Assign corresponding HUSN for the household help if in separate housing unit and assign an HSN for the household help. However, if the foreign diplomat and the household help are living in the same housing unit, assign HUSN and HSN for the household help only.
5. A vacant housing unit (VHU).	Assign corresponding HUSN. Assign ‘9999’ for the HSN. Fill out a corresponding CBMS Form 2 for the VHU. Fill out the geographic and housing portions only.
6. All housing units in a building are vacant (VBLDG).	Count all the housing units in the building that are vacant or ask the administrator for the number of VHUs. Record the first and the last HUSN in the listing. Assign ‘9999’ for the HSN. Fill out a corresponding CBMS Form 2 for every VHU in the building. Fill out the geographic and housing portions only.
7. A building with one vacant housing unit and the rest are occupied.	Write VHU in column 6. Assign ‘9999’ (for vacant housing unit) as HSN. Assign corresponding HUSN and HSN for the rest of the housing unit that are occupied.
8. A housing unit used only during vacation, weekends, or only during certain times of the year is considered vacant even though at the time of your visit, somebody is occupying it. The occupant should be enumerated in their usual residence and not in this housing unit.	Assign corresponding HUSN. Assign ‘8889’ for the HSN to indicate that the housing unit/rest house and that the occupants of this housing unit have residence somewhere else and will be listed there. Fill out a corresponding CBMS Form 2 for every housing unit used as vacation or rest house. Fill out the geographic and housing portions only.
9. A household who is a non- usual resident.	Assign corresponding HUSN. Assign one HSN which is ‘7777’. Fill-out geo-ID and housing portion only of the corresponding CBMS Form 2.
10. A household occupies two buildings, each with complete facilities.	Assign HUSN to the first bldg. Assign corresponding HSN. Assign different HUSN to the second bldg. Assign ‘7777’ for HSN to indicate that the second housing unit is occupied by the same household. Fill out geo-ID and housing portion only of the corresponding CBMS Form 2. NOTE: HSN ‘7777’ is also used for households occupying a housing unit which is not their usual residence, e.g., household residing near workplace but goes home to their usual residence every weekend.
11. A household, which was scheduled for callback, has been assigned HUSN and HSN. But during the revisit, it was found that the housing unit has two households.	For the first household (callback): List the household on the line with the assigned HUSN and HSN For the second household: List the household on the line following the last household listed. Use the same BSN and HUSN as in the first household. Assign another HSN to this household. HSN will follow the sequential HSN of the last household listed prior to the callback.

Appendix 9: Age as of Last Birthday Conversion Table

Years 1979 to 2023			Years 1934 to1978			Years 1889 to 1933
Age if birthday occurs			Age if birthday occurs			Age if birthday occurs
Year of Birth	Before March 01	On or after March 01	Year of Birth	Before March 01	On or after March 01	Year of Birth	Before March 01	On or after March 01
2023	0	...	1978	45	44	1933	90	89
2022	1	0	1977	46	45	1932	91	90
2021	2	1	1976	47	46	1931	92	91
2020	3	2	1975	48	47	1930	93	92
2019	4	3	1974	49	48	1929	94	93
2018	5	4	1973	50	49	1928	95	94
2017	6	5	1972	51	50	1927	96	95
2016	7	6	1971	52	51	1926	97	96
2015	8	7	1970	53	52	1925	98	97
2014	9	8	1969	54	53	1924	99	98
2013	10	9	1968	55	54	1923	100	99
2012	11	10	1967	56	55	1922	101	100
2011	12	11	1966	57	56	1921	102	101
2010	13	12	1965	58	57	1920	103	102
2009	14	13	1964	59	58	1919	104	103
2008	15	14	1963	60	59	1918	105	104
2007	16	15	1962	61	60	1917	106	105
2006	17	16	1961	62	61	1916	107	106
2005	18	17	1960	63	62	1915	108	107
2004	19	18	1959	64	63	1914	109	108
2003	20	19	1958	65	64	1913	110	109
2002	21	20	1957	66	65	1912	111	110
2001	22	21	1956	67	66	1911	112	111
2000	23	22	1955	68	67	1910	113	112
1999	24	23	1954	69	68	1909	114	113
1998	25	24	1953	70	69	1908	115	114
1997	26	25	1952	71	70	1907	116	115
1996	27	26	1951	72	71	1906	117	116
1995	28	27	1950	73	72	1905	118	117
1994	29	28	1949	74	73	1904	119	118
1993	30	29	1948	75	74	1903	120	119
1992	31	30	1947	76	75	1902	121	120
1991	32	31	1946	77	76	1901	122	121
1990	33	32	1945	78	77	1900	123	122
1989	34	33	1944	79	78	1899	124	123
1988	35	34	1943	80	79	1898	125	124
1987	36	35	1942	81	80	1897	126	125
1986	37	36	1941	82	81	1896	127	126
1985	38	37	1940	83	82	1895	128	127
1984	39	38	1939	84	83	1894	129	128
1983	40	39	1938	85	84	1893	130	129
1982	41	40	1937	86	85	1892	131	130
1981	42	41	1936	87	86	1891	132	131
1980	43	42	1935	88	87	1890	133	132
1979	44	43	1934	89	88	1889	134	133