OCA CIRCULAR NO. 11-2003, January 29, 2003

The Office of the Court Administrator has noted that many judges and lower
court personnel who have claims for payment by this Office delay the submission
of such claims or transmit incomplete supporting documentation. For example,
claims of judges for the payment of additional expense and hardship allowances
and claims of judges and court personnel for the reimbursement of travelling
expenses are not submitted on a regular monthly basis. Judges and personnel
instead transmit claims covering a period of one (1) year to the OCA on the last
month (December) of the year. Sometimes, claims are submitted quarterly or twice
a year. The practice makes it difficult for OCA to effect the proper allocation
of funds and decelerates the processing of the said claims. In view hereof, the
following guidelines are hereby issued for the information and guidance of all
concerned:

1. All monthly claims of Judges designated as Acting/Assisting or Presiding
   Judge for payment of additional expense and hardship allowances must be
   submitted regularly on or before the 15th of the following month to:

2. Claims of Judges, Clerks of Courts, Sheriffs, Process Servers and other
   court personnel for reimbursement of travelling expenses must be submitted
   monthly or immediately upon completion of the trip.

3. Claims of Clerks of Court for the reimbursement of postal money order fees
   and oilier miscellaneous expenses must be submitted monthly. Should the amount
   be less than P500.00, the claims must be submitted on or before November 15 of
   the current year to avoid their inclusion in the list of accounts
   payable.

4. All claims submitted to the Finance Division must be duly supported with
   documentation requirements properly filed and chronologically
   arranged.