REPORTORIAL REQUIREMENTS

For Stamping  Cash receipts Book, Ledger, Journal (duly registered in BIR).
 Membership Book, Minutes Book

Annual Requirements (to be submitted within ninety (90) days from the closing of fiscal
period)

 General Information Sheet (Notarized)

 Latest Financial Statement (Prepared and signed by the Association Treasurer and
Auditor, and attested correct by the Association President or the Chairman of the
Board.
 Up-dated List of members
 Fr regular HOA/Neighborhood (prepared and certified correct by the
Association Secretary and attested to by the Association President)
 For CMP – Certification of list of beneficiaries from Social Housing Finance
Corporation (SFHC).
 Compile Resolution (Duly signed by the majority of the board and certified correct
by the Association Secretary).

After Election Reports (to be submitted within fifteen (15) days from the date of election)

 General Information Sheet

 Proof of notice of election (posted in conspicuous places)
 Notice of Election (sent to members stating date, time and place of election)
 List of Qualified Voters (certified by the Association Secretary and Treasurer)
 Voters Attendance Sheet (signed by the members and attested correct by the
Committee on Elections)
 Notarized Minutes of Elections of Board of Directors (prepared and signed by
the Election Committee)
 Notarized Minutes of Elections of Officers (prepared and signed by the Election
Committee/Association Secretary)
 Election returns (prepared and signed by the Election Committee)
1-Tally Sheet
2-ELECOM Report(BOD Election) Indicating:
a. number of qualified voters
b. number of votes cast
c. number of votes received by individual candidates
d. protest registered on the day of election, if any
e. other information relevant and necessary in the conduct of election

In case of failure of elections (to be submitted within five (5) days from the date of the
failed election)

 Affidavit of Non-Holding of Election (stating the reason why no election was

conducted in accordance with the association By-Laws executed by the Association
Secretary and attested by the Association President)
  Notice of Postponement

NOTE:

All requirements must be type-written (one original, one duplicate)

Receiving of Documents/Annual Reportorial Requirements

Schedule of availabity of Service :8:00am – 5:00pm (No noon break)

Who may avail of services:

Group of people organized by:

a. Owners or purchaser of a lot in a subdivision/village or other residential real property

located within the jurisdiction of the association.
b. Awardees, usufructuaries, legal occupant, and/or lessees of a housing nuit and/or lot in a
government socialized or economic housing or relocation project and other urban
estates, and;
c. Underprivileged and homeless citizens as defined under existing laws in the process of
being accredited as usufructuaries or awardees of ownership rights under the
Community Mortgage Programs being implemented by the national government or the
local government unit.

What are the requirements:

The following shall be submitted within thirty (30) days from the issuance of the certificate of
registration:

1. Tax Identification Number (TIN) of the HOA.

2. BIR Certification/Official BIR Stamps or receipts; and
3. Updated list of member with the member’s corresponding signatures as attested by the
association secretary.
4. For stamping or marking as official association books, the Cash Receipts Book (CRB),
Cash Disbursement Book (CDB), Leger and Journal duly registered with BIR.

Annual reports required to be submitted within ninety (90) days from the closing of the
fiscal period:
(1 original 1 duplicate / or all documents should be type written)

1. General Information Sheet (GIS) indicating the name of the members of the Board of
Directors and Officers;
2. Latest Financial Statement (FS) certified correct by the association treasurer and auditor
of the association and attested by the Chair of Board of Directors of the President and
externally audited, preferably by an independent CPA; and
3. Certified true copy of the updated list of members duly certified by the association
secretary and attested to the Chair of the Board of Directors or the President;
 4. Complied resolution secretary and attested to by Chair of the Board of Directors of the
President.

Election reports to be within fifteen (15) days from the date of the regular of special election:

1. Proof of notice of election;

2. Copy of the notice sent to the members or posted on conspicuous places stating the
date, time and place of the election;
3. Attendance sheet signed by the members an attested by the association secretary;
4. Notarized minute of elections prepared and signed by the election committee;
5. Election returns/results certified by the election committee; and
6. List of qualified voters as certified by the association secretary and treasurer.

In case of failure of elections, the following shall be submitted to HLURB-ENCRFO HOA

Financing unit within five (5) days from the date of the failed election:

1. Affidavit of non-holding of election stating the reason/s why no election was conducted
in accordance with the association’s by-laws executed by the association secretary and
attested by the association President; and
2. Notice of postponement.

The election committee shall call for another election for another election within thirty (30)
days from the date of the failed election.