The role of the Supply Property Management Office is to procure all necessary materials needed for daily operation of the College. The procurement process is governed by the R.A. 9184 otherwise known as the Government Procurement Reform Act. It is also responsible for the storage and disposal of supplies and equipment of the College. It keeps the inventory of property, plant and equipment and other necessary documents of Northern Bukidnon State College Campus.

JEROME S. ABATON
DIRECTOR

Goals

The Supply Office acts on inspecting, accepting, issuing, and making reports on goods, office supplies, materials, and equipment that are essential to the operations of Northern Bukidnon State College.
It keeps the inventory of office supplies, materials and equipment and other necessary documents, and
It also accounts for all office equipment and supplies, act as custodian of all records of office supplies, materials, equipment, property and conduct monthly inventory, semi-annual and annual inventory thereof as required by existing laws and regulations.

Objectives

NBSC aims to ensure timely acquisition and efficient management of supplies, goods, materials, properties, and services to provide excellent service to its users. The process includes receiving, inspecting, and accepting goods and services, issuing supplies and equipment, managing custodianship, repairs, and maintenance, as well as recording inventory, disposal, and issuing accountability clearances.

Policies

Section 101, PD 1445: Accountable officers must ensure the safekeeping of government funds or property and be properly bonded according to the law.
Section 102, PD 1445: The head of a government agency is primarily responsible for all funds and property in their agency. Those entrusted with possession or custody are directly accountable to the agency head, without affecting the liability of either party to the government.

Procedure of the Receiving and Issuance of Supplies, Materials, and Equipment

Activity	Person In charge	Detail/Work Instruction	Documented Information
1. Receiving of delivered supplies, materials, and equipment (SME)	Supply Office Coordinator In-charge RIS External Providers	Receipt of delivered supplies, materials, and equipment (SME)	Delivery Receipt/Charge Invoice
	Supply Office Coordinator In-charge RIS External Providers	Checking of delivered items upon receipt.	Supplies Inspection From (SIP)
	Supply Office Coordinator In-charge RIS External Providers	Preparation of Request for Inspection	Request for Inspection (RFI)
	Property Inspector (IAS)	Inspection of delivered supplies, materials, and equipment (SME’s)	Inspection and Acceptance Report IAR)
	In-charge RIS Supply Office Coordinator / SPMO	Acceptance of Inspected supplies, materials, and equipment (SMEs)	Inspection and Acceptance Report (IAR)
	In-charge RIS	Provision of copies of IAR to RIS, COA, Accounting, at Budget	Inspection and Acceptance Report (IAR)
2. Issuance of supplies, materials, and equipment	In-charge RIS	Preparation of issuance documents Requisition & issuance Slip (IRIS) Inventory Custodian Slip (ICS) *Property Acknowledgement Receipt (PAR)	Requisition & Issuance Slip (RIS) Inventory Custodian Slip (ICS) Property Acknowledgement Receipt
	In-charge RIS End -Users	Issuance of supplies, materials, and equipment to end-users	Requisition & Issuance Slip (RIS)
			Inventory Custodian Slip (ICS) Property Acknowledgement Receipt

Procedures on Inventory of Fixed Assets

Activity	Person In Charge	Detail/Work Instruction	Documented Information
3. Endorsement of Annual Inventory Schedule for all units and offices in the college to the property inventory and disposal committee and to be approved by the president.	Supply Office Coordinator Finance office representative/ PMS Head Faculty representative	Refer to COA Circular No. 80-124	Approved inventory schedule
4. Documentation of Inventory Schedule to the Units and Offices of the college.	Supply Office Staff		Memorandum from the office of the president on the inventory schedule
5. Actual Physical Inventory Taking	Property Inventory and Disposal Committee (PIDC) Supply Office COA Representative IAS	Refer to COA Circular no. 80-124	Actual Physical Count of Property, Plant, and equipment (RPCPPE)
6. Preparation of Report on the Physical Count of Property, Plant, and Equipment (RPCPPE)	Supply Office	Refer to COA Circular no. 80-124 Government Accounting Manual (GAM)	Report on the Physical Count of Property, Plant, and Equipment (RPCPPE)
7. Certification on the report on the Physical Count of Property, Plant and Equipment	Property Inventory and Disposal Committee/Supply Office		Certified report on report on the Physical Count of Property,
(RPCPPE) by the PIDC, College President and COA	College President Commission on Audit		Plant, and Equipment
8. Submission on the certified copies of the Physical count of Property, Plant, and Equipment (RPCPPE) to COA, Accounting Office and Supply Office	Supply Office		Report on the Physical Count of Property, Plant and Equipment (RPCPPE)

JEROME S. ABATON DIRECTOR