Add to guidance: Part 2
" Small holes sink a ship" So we attempt with this memorandum to seal the leaks and hopefully prevent our sinking. Over the years, the lack of diligence on the top of
management allowed the hairline cracks to become small holes" So let us plug the holes
We cant say: 1. Ito ang dinatnan ko 2. Ito ginagawa namin before 3. Ito ang turo ni Mam_________. It could be that the procedure being practiced was
modified by the incumbent or invented by her/him or worse 4. "Totally hindi ko po alam which is ....s.....d
Add to accounting:
VOUCHERS - Cash or check
1. While we have automated the bank the check writing (Check Writing) with the banks (to facilitate check printing, negating need to pouch checks via couriers)
the process of vouching has not. Thus we need PRINTING OF CHECK OR CASH VOUCHERS. A check voucher vouches, proves validates the request for
payment of ap for suppliers, salaries for wages, payment of loans principal and interest, rent, utilities. Who signs the voucher: 1. the requisitioner, 2. checked by
accounting 3. approved by approving officer: cmo, gm etc
Supporting docs:
1 New purchases:
1. If above P10K pdca
2. Canvass of at least 2 suppliers
3. Delivery receipt (possibly with pictures)
4 Signature of the requisitioner (CMO or acctg at the sbu) or Project officer
5. Purchase order, contract
2. Construction contract:
1. Copy of contract
2. % of completion report with pictures possibly
3. Copy of past payment
3. Salaries:
1. DTR
2. Payroll with deductions
3. With space for pay slips
4. Utilities and others:
1. Copy of billing/soa
5. Sales administration
1. ID of customer must be clear. Identity of customers buyers has to be ascertained. KYC (Know Your Customers) It is a rule for AMLA We too should be careful about this.
1. Ask for ID and have this on file, be sure to get contact numbers, address, contact info: dm, sms, gmail that are verifiable
Background: There is a incident in nearby sbu where buyers do not have the customers card not filled up, the name sounds ala Grace Piatto and the
agent has not met the "prospect" There are 3 possibilities:
1. The money laundering syndicate is trying to penetrate us;
2. There is such a conspiracy which involved our staff
3. There is an attempt to defraud us, by flipping the sale since there was a "transfer" because the said prospect is no longer interested and transferred to a new buyer without nary a document (at lower price) when the price increase was in effect
Agents who do this to us should be banned in accordance with SEAD. This is clear fraud and
falsification of docs.
2. Timeliness and situs of transaction
Finish the transaction at the time of the transaction at the date indicated not tomorrow or some time in the future. Delays give time to doctor the docs: add agents, change names etc
Background: There were transactions in the said sbu wherein: there was OR, blank customers card, no agent, and suddenly there were was an agent handwritten by the staff: no sead, no appointment slip etc.
There were even reports that paperworks were brought home which is a violation of section 73d of Revised Corporation Code. Strictly prohibited.
TITLE VIII
CORPORATE BOOKS AND RECORDS
Sec. 73. Books to be Kept; Stock Transfer Agent. — Every corporation shall keep and carefully preserve at its principal office all information relating to the corporation including, but not limited to:chanroblesvirtuallawlibrary
(a) The articles of incorporation and bylaws of the corporation and all their amendments;
(b) The current ownership structure and voting rights of the corporation, including lists of stockholders or members, group structures, intra-group relations, ownership data, and beneficial ownership;
(c) The names and addresses of all the members of the board of directors or trustees and the executive officers;
(d) A record of all business transactions;
(e) A record of the resolutions of the board of directors or trustees and of the stockholders or members;
(f) Copies of the latest reportorial requirements submitted to the Commission; and chanRoblesvirtualLawlibrary
(g) The minutes of all meetings of stockholders or members, or of the board of directors or trustees. Such minutes shall set forth in detail, among others: the time and place of the meeting held, how it was authorized, the notice given, the agenda therefor, whether the
3. Requirements for commission payment:
For a commission to be paid the following are required:
2 Registration of the buyer as a prospect in writing prior
3. Appointment slip signed by the SBU, the prospect and the agent (confirmed with the SG on duty)
4. They are duly registered agents via the SEAD
The written note by the cmo or css does not validate the agency of the transaction. Only the 3 are valid proofs of the agency
Background: It has been noted:
1 There are topnotcher agent, but seldom seen at the office. Most notable though are screenshots of apparent conspiracy to create a dumping agency by office staff. Office has no office sale. The scripture though is accurate: "the wages of sin is death" Relatives of such perpetrator have suddenly and mysteriously passed away
2. There are now you dont see now you see agents at customers card
3. This is prevalent in many sbus, since they are not tightly supervised
4 When the cat is away the rats play. Of course we deem our staff not to be rats and are very trustworthy and honest
4. Walk in at need commission
Commissions are not paid to walk in at need purchases not accompanied by agents. Our business is pre need. We motivate people to buy plots our products long before they need our products. We do not pay com to body crypts andand interment service
Background: It has been found out that this is happening. even in sbu near us.
5. Sales report requirements
1. To be reported as sales the sales report must be in writing and supported by a document, and forms in file at the sbu containing the following:
1. Name of buyer
2. Address
3. Contact info
4. Product type
5. Location
6. TLP
7. Term: Cash/Installment
8. DP Ma
9 PPA Dos Number
To be supported by the contract of sales (PPA, OTP, LOI)
These information data must be verifiable at the sbu.
No sales shall be reported for no dp; we need 20% dp In same manner we do not pay commission for transaction with less than 20% dp
Background:
1. There were sales report done verbally which did not match the in writing reports; (the reporter was is very dishonest)
2 The ledgers, the customer card did not match reality
6. Manner of pmnt by the customer
Our CTS, PPA specifies that the monthly payment must be made in the principal office of the sbu, and not through agent (who were collectors before but we have stopped
because of challenges over honesty of the agent). Due to the pandemic, we allowed payments before via G Cash and bank deposits.
1. After verification we issue OR.
2. The OR should be either mailed to the customer within 30 days after the reference days OR are not to be kept or stuck to the ledgers (which was observed in an sbu
and one without express authorization
3. While we aim to have cashless environment, we do not refuse receipt of cash brought in by customers but have to declared 100% accurately at the abstract, and or
immediately deposited at the bank on the next banking day
Background: This was observed being done wrong in a nearby one man rule sbu
7. Assignment of CTS PPA
It is not be allowed under any circumstances. Transfer or assignment is allowed only after balance is fully paid issuance of CO DOS
Background:
This is a modus by many agent and is prevalent when there is an announced price increase (No more announcement) Many companies failed miserably due to this MO-
agents made minimal dp to CTS invested and pooled money and having no deadline held on to this reservation or DP and sold the cts at inflated prices. This nearly
brought down many companies. Signs that this are happening and flipping are happening with the collaboration of agent and corrupt office staff: no docs for the dp
unauthorized changes in names of ledgers, unexplained transfers nary with an assignment. Unknown fictitious names on cts/ppa
The agents conduct gross breach of code of ethics of agents: earning on com and op dealing with owners property at the expense of the owner. They should be removed
as well as the cmos or css raping the employer
8, Issuance of PPA, CO Dos
1. PPA is to be issued on the day of the transaction, not tomorrow, next week or next month TODAY
2. CO/dos is to be issued 30 days after the full payment not 6 mos not as one senior CSS said.
3. Delayed issuance of CO dos is a violation which prescribes administrative sanctions vs the Co for non issuance of title
Background:
1. We have numerous complaints vs unissued co dos all over the country. This via FB and DM
2. We lack the forms
3. No less than the mayor of Oton has verbally complained about this. This was communicated to LSJ, AC and VM but not action has taken place.
4. SBU have signified need to order PPA, CO, Dos asap; this post is talking to our printer before and editing to include the 1. O interest arrears to be charged 1% + 3%
penalty compounded 2 limitations for ground maintenance and structures for lawn 3. Alls structures at SSN GE and JE are for the account of the buyer
Penalties include criminal liability for delay in delivery of docs.
From PD 957:
Section 25. Issuance of Title. The owner or developer shall deliver the title of the lot or unit to the buyer upon full payment of the lot or unit. No fee, except those required for the registration of the deed of sale in the Registry of Deeds, shall be collected for the issuance of such title. In the event a mortgage over the lot or unit is outstanding at the time of the issuance of the title to the buyer, the owner or developer shall redeem the mortgage or the corresponding portion thereof within six months from such issuance in order that the title over any fully paid lot or unit may be secured and delivered to the buyer in accordance herewith.
Section 39. Penalties. Any person who shall violate any of the provisions of this Decree and/or any rule or regulation that may be issued pursuant to this Decree shall, upon conviction, be punished by a fine of not more than twenty thousand (P20,000.00) pesos and/or imprisonment of not more than ten years: Provided, That in the case of corporations, partnership, cooperatives, or associations, the President, Manager or Administrator or the person who has charge of the administration of the business shall be criminally responsible for any violation of this Decree and/or the rules and regulations promulgated pursuant thereto.
We should take immediate action to address these violations:
1 Order the forms asap
2 Sbus should prioritize the December going back to entire 2025 JUS promised to go around to help around this issuance
3 Numbering: prefix
026 SBU - serial number
1. LU - 01
2. Panga 02
3. Malasiqui 03
4 Hamp 04
5. HMMG 05
6. HGGMP 06
7 HGCMP 07
8 HGOMP 08
PPA - 4 copies carbonized may be accomplished hand printed. With insureable features and T n amended
Original - buyer
one copy - SBU
one copy Records
one copy - advanced customer copy
CO -two copies -
original - owner
duplicate - sbu/records (may be photocopied)
DOS
original - owner
next copy - file
two copies - notarial
Custody: ho for all pads to be issued pad by pad to sbu
At the sbu:
CA - all copies
CSS - requests sets as there are buyers. We do not allow the bringing home of ppa All ppa are to be accounted by the CA TA daily
Record keeping:
1 CO DOS - at the master list recording mentioning the co dos numbers (not necessarily the same)
2. SBU master list of form - Register
3. Main office RCRMA - central register of co dos
Security features:
Line for officers Signature - with word holy gardens say 2 points
Water mark
Dry seal
9. Interment
1. The interview - asking for reqs:
1. CO dos or file of receipts if none exist
2 Collate data about the deceased: pics, name, job, status, et
3. Assignment of right to use + plus fee if the deceased is not the son, daughter, h w of the lot owner
payment of the interment fee
4 Accomplishment of the Interment authorization IA Key point - ask the customer to write the name, the epitaph messages, and the interment date and hour. VERIFY. CONFIRM
Usefulness of the IA
1. The representative authorizes us to conduct the interment for the person at the place time so designated
2. Limits channel of communication to just one person; removes chaos from too many people giving conflicting instruction
3. Precludes legal issues as everything is in writing
5. ARU Assignment of right to use. Required in interments where the user is distinctly not a close relative of the lot owner. Our DOS specifies that only the immediate
member of the family may be interred in the plot: Husband, wife, children. But not grandfather, friend, niece uncle aunt, Any other interment is illegal and unauthorized
This is required especially if the relative is abroad. We need to validate this with consular authentication (SPA notarized before the Philippine consul abroad)
Non compliance with this (and this is common to HAMP) exposes the company to legal risk ie that we allowed the unauthorized use of the memorial plot without
needed assignment. We have to work out the regularization of ARU and is a big headache for the committed negligence.
5. Posting at the work order board
6. JO for the digging and set up tent, chairs, po for refreshments tablets and grass
7. Post
8. Dalaw paburol - delivery of the tarps and funeral package
9 Conduct interment: music flowers, priest (desired features in an interment as per St. Peter survey
10. Place grass and tablets
11. Entry of the information at the interment masterlist
12 Reimbursement of cash advance
1. PNL - enumeration of expenses for reimbursement and determining our margins
2. Interment checklist - to determine if all the features of the interment package specified in the conversation were carried out
and if we conform to the branding, service quality standards, and if the CSS did her job properly and if qualified for INCENTIVES
3. ARU if the lot is not owned by immediate relative
Nota bene: Always make sure that the plot, the IF are all fully paid before interment. It is the usual experience that 98% of the time the balance will not be paid by the relatives who are more intersted in getting the inheritance rather than paying debts.
10 Exhumation
Policy: Law allows 5 years. However actual experience that bodies are still intact in 20 years as in HAMP
Exhumation is a process allowed under IA but does not guarantee automatic process (unless the bodies have transformed into bones or ashes)
Must be made clear in the exhumation IS that if the body is still intact the authorized representative must: (a clear waiver)
1. Cremate the body to fit into the new interment
2. Purchase a new lot for a proper interment
On Mon, Jan 19, 2026 at 8:31 PM Jorge Saguinsin <jorge@holygardens.ph> wrote:
MemorandumTo All: Attention: Ms. Gladys Crisologo, Ms. Charisse BandongOther sbusSUBJECT: More guidance, lesson learned on observation and conversation with various sbus and lessons learned from Hamp immediate resignationDate: January 10, 2026Objectives: 1. To encourage professionalism and observance of correct process beginning today and thereafter2. To stick close to Principles 1 and 2 (which is not happening3. To add to the knowledge of the new hires; if some of these topics were not taken up during the orientation.Background. Each of the guidance will have background featured in each one of them1. Day offs . If there are changes in day off these must be in writingBackground: It was observed that in this meeting with the HAMP staff, somebody was not present because it was reported that there was a change in day off fromTuesday to Friday. Was it in writing.? No. This item is specifically mentioned in the labor code and such must be handled with legal care. Many firmshave been fined for not observing the day off (simply because the staff keep on changing their day off verbally and thus made to appear not to give their staffthe legally mandated day off.In the gmeet today, 1/19/2026. the practice seem to be prevalent and must be stopped. The change day off can be documented via the leave form2. Personal files are permanent which must be preserved:Personnel files such as: 201 files, DTR, leaves day offs , CVs tests are permanent records and must be made available to govt agencies the Board and should be preservedand kept secure vs theft, tampering, and loss. The sbu must have a dummy file, and HR Main office shall be the repository of the originalThe 201 file must contain:1 Pre employment requirements: CV, Co application form, exams, interview sheet, hiring sheet, BI, PE saying fit to work Clearances: barangay, police, NBI; 3 reference and surely letters2, Employment: job offer, contract, SSS, TIN, Philhealth numbers, transfers, disciplinary action, commendation, service awards3, Training - book reports certificates of training, diploma post graduate, seminar certificates.4. Service records in the company: transfer, promotions, demotions etc. salary recordsBackground: No such DTR can be found at HAMP and DTR are thrown away and or used as scratch paper. This order and guidance must be strictly observed3. Accounting files must be maintained by SBU therefore i it is mandatory that sbus employ full time SFC (SBU Accounttng AssistantBackground : No such records exist at HAMP, What is typed in word or Xls are simply typed over and records are erased. The following transactions must be filed and manually orautomatically as each one is transacted:1. Accounts payable (CASH DISBURSEMENT BOOK) CDB1 Budget: Planned actual payment Check issued # Amount (check registry) date Payee2. Accumulated funds for 52% for transfer to Majorem) TotalVat ME MCF Insurance Collection fee12% 15% 15% 5% 5%This monthCumulative2, Installment contract receivables (TOTALS) Balanced and totaled monthlyAccount No Name Date opened TLP DP Balance PMNTs made BalanceCurrentArrearsAgeingpast 30 dayspast 60 dayspast 90 daysRepossessed (Forfeiture)3. Lot Inventories (monthly)Beginning inventoryAdd: forfeiture/new project productionSubtract salesNEW BALANCE4. Vault inventoryBeginning inventoryAdd: new fabricationsSubtract: used intermentsNew balance5. Daily abstracts : Cash king cash makes the world go around, Without cash, without collection we dieSubmission of abstract is a serious affair. Non submission for the day is a Class d offense4 modules: (with formula)background: some sbus do not submit, hamp did not submit abstracts1. collectionDate Or No Account No Name MA breakdown with formula (total 52%) less interest (non lot payments) Total collection = net collectionless int service2. treasuryNet collection - Deposit by Customers at Ban less deposit by SBU = Cash on handCash breakdown3. sharingtotal collection in 1 less: non lot collection less 52% x __% for landowner can be 50- 50 LU, 50 - HGGMP etc 60-40% hampx %of developerIF4 PnLDevelopers share - Cogs = Gross profitDapat gagawin araw araw para hindi natatambakan5. Furniture, Fixtures and equipment1, Equipment Operational Non operational Acquisition amount Estmated depreciated valueIMotor VehiclesJeepVanHearseL300Brush CutterLawn MowerInterment equipmentLowering deviceRodsLid placerSteel mattingTents (Big)Tents (small)MotifChairsLatrilleSeat coverWater dispenserOffice equipment/furniture:1. Aircon2. Chairs (office)3. Computer1. Tower2. Keyboard3 Monitor4. Calculator5. Modem/ router6. CCTVChapel equipment1. Aircon2 Water dispenser3 Bed beddings4 Refrigerator5 Microwave6. Utensilsspoonforkplatessaucerscupsglasses4. Record keepingPersonnel and system1. Memo files2. MC Handbook files3. Code of conduct and disciplineMemorial park plots files1. Sales map duly marked2. Master list of plots1. Sold with ppa/ co dos #2. With intermentsINTERMENT FILES1. I A2. ARU3. PNL4. Reimbursement CAPPA CO DOS FILES1. Log book /issued to office staff /processor records asst2. Duplicate files of those issued/duly received by customer3. Supporting docs: ledgers, ppa, for dos issuances
No comments:
Post a Comment