Wikimedia Philippines/Administrative tasks

This page is dedicated to monitor the status of the post-incorporation tasks of Wikimedia Philippines Inc. Tasks listed here are those that needed for the chapter to get off the ground. Plans for 2010-2011 and other to-dos will be posted on a separate page.

Incorporation and general tasks

Tasks	Assigned to	Status	Remarks
Membership Kit	unassigned	Not done
Website development	Butch	Not done	[ ] Request for web hosting from WMF [ ] Website design
Fundraising Permit	Josh	Not done	Requirements: [ ] Letter addressed to DSWD Secretary signifying interest to conduct a National Fundraising Campaign [ ] Duly accomplished application form signed by the head of the agency [ ] Certified true copy of the Certification of Registration from SEC including the Articles of Incorporation and By-laws or from other agencies where they are registered. [ ] List and profile of current governing board member of its equivalent in the corporation [ ] Approved Board Resolution to conduct a nationwide fund campaign and a pledge of Governing Board that 30% of the total fund shall be spent for administrative expenses and 70% for the proposed project. In cases of voluntary contributions, not more than 10% of the total collection shall be spent for administrative expenses. [ ] Work and Financial Plan stating among others the target funds to be generated and its utilization For those applying for renewal, a financial report of proceeds and list of beneficiaries certified by LGU Treasurer or Certified Public Accountant (CPA) is required.
BIR Certification as NGO	unassigned	Not done	to be endorsed by PCNC and appropriate government agency
NCAA Accreditation as NGO	Josh	Not done	Requirements:
Renewal of Virtual Office Lease	Roel	Done	Signed 1 year lease (2011-10-01/2012-10-01) with Benchmark Corporate Center on 2010-09-28. Documentary stamp tax paid (BIR Form 2000) on 2011-11-02.
Printing of 2010 Annual Report	Roel	Done	50 copies, to be distributed beginning 2012-01-07. Financial statements provided to Board members and Auditor.
Online activation of Bank Account	Roel	Doing...	On hold with BPI pending other requirements.
BIR Electronic Filing and Payment System	Roel	Done	Set-up account on 2012-01-19.
Permit to Use Loose Leaf Books of Account (BIR Form 1900)	Roel	Done	Obtained permit to use loose leaf books of accounts 2011-12-01.
Printing of official receipts	Roel	Done	20 Official Receipt booklets serial 0001-1000 received on 2011-10-22.
BIR Stamping of Books of Account	Roel	Done	General ledger I stamped on 2011-09-20. General Ledger II, General Journal, Cash Disbursement Journal, Cash Receipts Journal stamped on 2011-11-02
BIR Registration	Roel	Done	Certificate of Registration issued on 2011-08-22. Paid Annual Registration fee (BIR Form 0605) Attended BIR seminar.
2011 Community Tax Certificate	Roel	Done	Paid 2011-11-11.
Business (Mayor's) Permit, et al	Roel	Done	Obtained permits on 2011-06-17
Barangay clearance	Roel	Done	Obtained on 2011-02-25
2010 Community Tax Certificate	Roel	Done	Paid 2011-11-11.
Virtual Office Lease	Roel	Done	Signed 1 year lease (2011-10-01/2012-10-01) with Benchmark Corporate Center on 2010-10-01. Resolution issued transferring principal office.
Opening of Bank Account	Roel Jojit Josh	Done	Opened on 2010-08-17 at BPI Ayala-Paseo Branch
SEC Registration	Jojit	Done	Incorporated on 2010-04-12

Philippine Council for NGO Certification

Tasks	Assigned to	Status	Remarks
PCNC Accreditation as NGO	Roel	Not done	Requirements (less than 2 years in operation): [ ] Application form [ ] Letter of intent, application form with ₱1,000.00 downpayment [ Would come from PCNC] Four copies of accomplished survey forms sent by PCNC. [ ] Must be in operation for at least 1 year. [ To be commercially printed] Brochure (if any) [ ] Organizational chart [ 2010 Annual Report] List of activities/accomplishments for the past year [ ] Copy of SEC Registration and Articles of Incorporation and Bylaws with indication as "non-stock, non-profit" with explicit provisions on: [ For submission to SEC] distribution of assets upon dissolution (i.e. transfer of assets to another similar NGO) [ ] no part of the property or income shall inure to the benefit of any member, officer, organizer or any individual person [ ] members of the Board DO NOT receive any compensation [ ] the level of administrative expenses do not exceed 30% of the total donations received and of total expenses for the taxable year [ See Conflict of Interest Policy] Statement of Policy on Conflict of Interest signed by Board of Trustees Chairman/President and Corporate Secretary [ ] List of current Board Members & Officers with contact addresses List of key members of the staff [ ] BIR Certificate of Registration (BIR Form 2303) [ NA] Certificate of accreditation (if accredited by any government agencies) [ Per the advice of the Wikimedia Foundation, the Chapter Agreement serves as a certificate of affiliation.] Certificate of Affiliation (if a members of an NGO network) [ ] Audited financial statements (received by the BIR) for the past year [ ] Copy of the Auditor's Certificate of Accreditation from the Board of Accountancy [ See 2012 Program Plan] Affidavit of Modus Operandi showing the character & purpose of the organization, list of proposed projects/activities for the next two years; target funds and sources; and other facts deemed relevant to qualification as donee institution. [ For 2011 Rental] Photocopy of withholding tax remittances for the last six months (BIR Form 1601-E) Annual information return of Income Tax Withheld on Compensation, Expanded Final Withholding Taxes (BIR Form 1604) with Alpha List of Employees [ ] Annual Income Tax Return (BIR Form 1702), together with Account Information Form (BIR Form 1702 AIF) or Audited Financial Statements in the absence of the form 1702 AIF Photocopy of the first pages of Books of accounts registered with the BIR [ ] General ledger [ ] General journal [ ] Cash receipts book [ ] Cash disbursement book [ ] Sample of Official receipts registered with and duly stamped by BIR [ ] BIR permit to computerize books of accounts/loose-leaf official receipts/ Cash register machines (if applicable) [ ] Exact location map Requirements during Evaluation Visit Original documents Updated books of accounts for the current and past [ ] Cash disbursement book [ ] General ledger [ ] Cash receipts books [ ] Journal books [ ] BIR permit if accounting system is computerized (BIR Form 1900) [ ] Latest audited financial statement (with external auditor's BOA accreditation number & SEC, BIR & PRC Registration numbers) [ Waiting for approval] Financial policies/procedures [ ] Approved budget for the current year [ See 2012 Program Plan] 3 to 5 year program and Financial plan [ To be signed by recipients] Check disbursement vouchers [ Missing] Bank account document & signatories [ Incomplete] Minutes of Board meetings Minutes of staff meetings [ ] Board resolutions [ NA] MOA with partner agencies, if any [ Code of Internal Procedures, et al] Administrative policies [ ] Program operations manual [ ] SEC Registration & Articles of incorporation & bylaws other pertinent documents

Paypal

Tasks	Assigned to	Status	Remarks
PayPal account	unassigned	Not done	Requirements: [ PCNC & BIR Certification] Evidence of Tax Exempt status, non-profit organization registration status or any non-profit organization certificate issued by a local Regulatory Body. — This can be in the form of a copy of an approval letter from a local authority, or certificate of official registration documentation with registration number that can be verified via government website. [ PCNC Website] Link to confirm the organization’s registration status online. Link to government official website to verity that the organization has Tax Exempt Status. [ BPI Statement] A voided check or bank statement for the account(s) registered on the PayPal account belongs to your organization. [ Secretary Certification] Letter of Authorization on official letterhead from the Charity/NPO, signed by an officer/director/trustee, to indicate the authorized person/s to manage all PayPal account related activities. The detailed requirements for the authorization letter are as follows: [ Commercially printed letterhead] The letter needs to be printed on the organization's letterhead. The organization stamp (if available) should be added in the signature section. [ Treasurer & Auditor] The named authorized person/s should be the main account holder/s and responsible for all PayPal account-related activities. [ Secretary] The person signing the letter could be officeholder/bearer (e.g.Chairman, Secretary, Treasurer, Public Officer) and should be a different person than the nominated/authorized account holder/s. If the account holder is the sole owner of business (no other directors), he may act as the one signing the letter. The stamp of company is requested on the signature section. [ donations@wikimedia.org.ph] Please state the authorized person is acting for and on behalf of the organization in handling all matters related to the management of its PayPal business account: Email Address. (Please include the specific email address of the managed PayPal account in the authorization letter) [ Treasurer, Auditor, Secretary] Proof of Identification — Photo ID of the authorized person/s (normally the account holder) and the person authorizing the Letter of Authorization (normally the person who signed the document) are both required. Examples of acceptable Photo ID include: Driver’s License, Passport, and National Identity Cards.

2011

Reportorial requirements and dues

Government Agency	Task	Assigned to	Reporting Period	Deadline	Status	Remarks
Securities and Exchange Commission	CMD Requirements for Corporate Monitoring	Jojit Roel Eugene	2010	2011-05-07/11	Done	Assessed for CMD. Will negotiate penalty assessment. Requirements: [ ] Audited Financial Statements [ ] General Information Sheet [ ] Membership book [ ] Copy of Certificate of Registration
Bureau of Internal Revenue	1601-E Monthly Remittance Return of Creditable Income Taxes Withheld	Roel	August	2011-09-10	Done	BIR stamped and paid on 2011-11-11.
			September	2011-10-10	Done	BIR stamped and paid on 2011-11-11.
			October	2011-11-10	Done	Withheld 5% rent Remitted withheld tax 2011-11-02. Issued BIR Form 2307 to lessor.
			November	2011-12-10	Done	Withheld 10% professional fees of CPAs. Remitted withheld tax 2011-11-11. Issued BIR Form 2307 to CPAs.
			December	2012-01-10	Done	BIR stamped on 2012-01-04.
	1702 Annual Income Tax Return	Roel	2010	2011-04-15	Done	Submitted and paid on 2011-09-02. Amended Return with audited Financial Statements submitted on 2011-11-11.
Makati City Government	Business Tax	Roel	Q2	NA	Done	Paid on 2011-06-03 together with Business Permit
			Q3	2011-07-20
			Q4	2011-10-20

2012

Reportorial requirements and dues

Government Agency	Task	Assigned to	Reporting Period	Deadline	Status	Remarks
Securities and Exchange Commission	Audited Financial Statements	Roel	2011	2012-05-07/11	Done	Submitted 2011-05-11.
	General Information Sheet	Lee	2012	2012-06-25	Done	Submitted 2011-06-25.
	Corporate Monitoring	Lee Eugene	2012	NA	Done	Requirements: [ ] SEC Received copy of FS [ ] SEC Received copy of GIS [ ] Stamped page of Membership book [  ] Copies of Incorporation Certificate, AOI, Bylaws, Paid on 2012-10-25. Cleared for application of amended AOI & Bylaws
Bureau of Internal Revenue	Bound Loose-Leaf Books of Accounts	Roel Bookkeeper	2011	2012-01-15	Done	Advised by BIR to maintain manual books for 2011 and implement loose-leaf for FY 2012.
	1702 Annual Income Tax Return & Financial Statements	Jojit Roel Auditors (Int/Ext)	2011	2012-04-16	Done	Filed at BIR RDO 47 on 2012-04-12.
	1601-E Remittance Return of Creditable Income Taxes Withheld (Expanded)	Treasurer	January	2012-02-10	Done	Filed thru eFPS on 2012-02-01.
			February	2012-03-12	Done	Filed and paid thru AAB on 2012-03-12.
			March	2012-04-10	Done	Filed thru eFPS on 2012-04-05.
			April	2012-05-10	Done	Filed and paid thru AAB on 2012-06-01.
			May	2012-06-11	Done	Filed and paid thru AAB on 2012-06-01.
			June	2012-07-10	Done	Filed thru eFPS on 2012-07-04.
			July	2012-08-10	Done	Filed thru eFPS on 2012-08-02.
			August	2012-09-10	Done	Filed thru eFPS on 2012-09-05.
			September	2012-10-10	Done	Filed thru eFPS on 2012-10-08.
			October	2012-11-12	Done	Filed and paid thru AAB on 2012-11-05.
			November	2012-12-10	Done	Filed thru eFPS on 2012-12-10.
			December	2013-01-10	Done	Filed thru eFPS on 2013-01-12.
	1604-E Annual Information Return of Creditable Income Taxes Withheld (Expanded)	Treasurer	2011	2012-03-01	Done	Filed thru eFPS on 2012-02-14.
Makati City Government	Business Tax	Admin	Q1	2012-01-20	Done	Paid on 2012-01-16.
			Q2	2012-04-20
			Q3	2012-07-20
			Q4	2012-10-20

Permits/registration renewals

Issuing Agency	Task	Assigned to	Reporting Period	Deadline	Status	Remarks
Bureau of Internal Revenue	Annual Registration	Roel	2012	2012-01-31	Done	Paid on 2012-01-06
Barangay San Lorenzo	Business Clearance	Admin	2012	2012-01-20	Done	Accomplished on 2012-01-13.
Barangay San Lorenzo Business Association	Annual Membership	Admin	2012	2012-01-20	Done	Accomplished on 2012-01-13.
Makati City Government	Mayor's Permit, et. al.	Admin	2012	2012-01-20	Done	Accomplished on 2012-01-16.
	Community Tax Certificate				Done	Accomplished on 2012-01-13.

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