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Advance Payments

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Advance Payments

Post by LJ on Thu Jun 19, 2014 12:11 am

Hi everyone. I just would like to ask help on this issue.

If COA questions the advance payments of lease, i.e. Lease of warehouse or office space, how will the PE reply to this query considering that the due dates for the lease payments is stipulated in the lease contract, which is every first week of the applicable month?

Hope you can enlighten me with this matter. Thanks.
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Re: Advance Payments

Post by regina avelino on Thu Jun 19, 2014 11:18 am

advance payment is allowed under section 4.3 of Annex D of Contract Implementation Guidelines for the Procurement of Goods, Supplies and Materials. See excerpt:

4.3. A single advance payment not to exceed fifty percent (50%) of the contract
amount shall be allowed for contracts entered into by a procuring entity for the
following services where requirement of down payment is a standard industry
practice:
1. Hotel and restaurant services;
2. Use of conference/seminar and exhibit areas; and
3. Lease of office space.

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Re: Advance Payments

Post by LJ on Thu Jun 19, 2014 9:18 pm

Thanks for the reply regina avelino. But, is my example above falls under no.3? If yes, how are we going to explain to COA our advance payment for our lease contract is valid based on the excerpt you mentioned? We have already cited this info to COA but still they insisted that advance payment for our lease must not be allowed. How do we ho about this? Thanks.
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Re: Advance Payments

Post by regina avelino on Fri Jun 27, 2014 10:18 am

perhaps you can ask them what is their legal basis for not allowing such advance payment. If they think that advance payment requires the approval of the President of the Philippines as per section 4.1 of the said Annex D. They are wrong as section 4.3 does not require prior approval. please ask them the legal basis of their claim.

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Re: Advance Payments

Post by LJ on Sat Jun 28, 2014 5:29 pm

Ok. Thanks for the inputs....
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Re: Advance Payments

Post by j.a.trev on Mon Jan 04, 2016 4:08 pm

LJ wrote:Thanks for the reply regina avelino. But, is my example above falls under no.3? If yes, how are we going to explain to COA our advance payment for our lease contract is valid based on the excerpt you mentioned? We have already cited this info to COA but still they insisted that advance payment for our lease must not be allowed. How do we ho about this? Thanks.

Perhaps maybe because GPPB Resolution strictly states, a SINGLE ADVANCE PAYMENT NOT TO EXCEED 50% OF THE CONTRACT AMOUNT SHALL BE ALLOWED. . . . if you did it on a monthly basis then the COA have the reasons to disallow the transactions.

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Re: Advance Payments

Post by Engr_Roselyn on Mon Oct 10, 2016 3:16 am

maybe you could have allowed a single advance payment of 50% but consumable on the 1st to few months until the advance billing has been exhausted. Until then, you can bill them in on the remaining balance.

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Re: Advance Payments

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