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.

Tasks summary

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.
BIR Certification as NGO	unassigned	Not done	to be endorsed by PCNC and appropriate government agency
Fundraising Permit	Josh Lim	Not done	Requirements: [ ] Letter addressed to DSWD Secretary signifying interest to conduct a National Fund-Raising Campaign with duly accomplished application form. [ Not done] 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 [ Not done] 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. [ Not done] 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.
PCNC Accreditation as NGO	Josh Lim	Not done	Requirements (less than 2 years in operation): [ Not done] Application form [ Not done] 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: [ Not done] distribution of assets upon dissolution (i.e. transfer of assets to another similar NGO) [ Not done] 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 [ To be assessed] level of administrative expenses do not exceed 30% of the total donations received and of total expenses for the taxable year [ Not done] 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) [ NA] Certificate of Affiliation (if a members of an NGO network) [ Not done] Audited financial statements (received by the BIR) for the past year [ Not done] Copy of the Auditor's Certificate of Accreditation from the Board of Accountancy [ Not done] 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 [ 1702 Submitted] 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 [ Stamped but empty] General ledger [ Not done] General journal [ Not done] Cash receipts book [ Not done] Cash disbursement book [ Doing...] Sample of Official receipts registered with and duly stamped by BIR [ Doing...] 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 [ Not done] Cash disbursement book [ ] General ledger [ Not done] Cash receipts books [ Not done] Journal books [ Applying] BIR permit if accounting system is computerized (BIR Form 1900) [ Not done] Latest audited financial statement (with external auditor's BOA accreditation number & SEC, BIR & PRC Registration numbers) [ Waiting for approval] Financial policies/procedures [ Not done] Approved budget for the current year [ Not done] 3 to 5 year program and Financial plan [ Not done] 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 [ Not done] Program operations manual [ ] SEC Registration & Articles of incorporation & bylaws other pertinent documents
Renewal of Virtual Office Lease	Roel Balingit	Done	Signed 1 year lease (2011-10-01/2012-10-01) with Benchmark Corporate Center on 2010-09-28.
Printing of official receipts	Roel Balingit	Doing...	Note: Obtained Authority to Print (BIR Form 1921) on 2011-09-21, added BIR recommendations in receipt design. Printing underway, once completed, first and last serial of receipt will be submitted to BIR for stamping. Must be completed 30 days from issuance of Authority to Print (BIR Form 1921).
Submission to SEC of 2010 Financial Statements	External Auditor	Doing...	Note: Ready for submission. Requested to be put on hold pending clarification of certain PCNC requirements regarding auditor.
Permit to Use Loose Leaf Books of Account (BIR Form 1900)	Roel Balingit	Doing...	Requirements: [ Filled out] BIR Form 1900 [ Not done] Request letter specifying what type of books of account [ ] Copy of Certificate of BIR Registration (BIR Form 2303) [ ] Copy of SEC Articles of Incorporation and Bylaws [ ] Copy of Annual Payment fee (BIR Form 0605) [ ] Location map [ ] Copy of Mayor's Permit [ Doing...] Sample forms of Books of Account [ Not done] Table of Contents [ Filled out] Delinquency verification report
BIR Stamping of Books of Account	Roel Balingit	Doing...	General ledger stamped on 2011-09-20 Journal and other books to be stamped upon recommendation of external auditor
Submission to BIR of 2010 Income Tax Return (BIR Form 1702)	Roel Balingit	Done	Paid on 2011-09-02
BIR Registration	Roel Balingit	Done	Certificate of Registration issued on 2011-08-22. Paid Annual Registration fee (BIR Form 0605) Attended BIR seminar.
2011 General Information Sheet submission to SEC	Jojit Ballesteros	Done	Submitted on 2011-08-12.
2010 Community Tax Certificate	Roel Balingit	Not done
Business (Mayor's) Permit, et al	Roel Balingit	Done	Obtained permits on 2011-06-17
Barangay clearance	Roel Balingit	Done	Obtained on 2011-02-25
Virtual Office Lease	Roel Balingit	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 Balingit Jojit Ballesteros Josh Lim	Done	Opened on 2010-08-17 at BPI Ayala-Paseo Branch
SEC Registration	Jojit Ballesteros	Done	Incorporated on 2010-04-12

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