FAQs: Guidelines on the Payment of Communication Expenses (DepEd)
Quick answers for officials and employees on eligibility, ceilings, computation, and documentary requirements.
1) What is DepEd Order No. 036, s. 2025 about?
It provides the guidelines on the payment/reimbursement of communication expenses (postpaid lines and prepaid loads) for authorized DepEd officials and employees, including those in DepEd governance levels (Central, Regional, SDO, and public schools), to rationalize and regulate allowable communication expenses for official duties.
2) Who are NOT allowed to avail of communication expense reimbursement?
Contract of Service (COS) or Job Order (JO) personnel are not allowed to avail of communication expense reimbursement.
3) What are the maximum monthly communication expense ceilings (examples commonly asked in schools/SDOs)?
Examples from the table of authorized recipients and ceilings:
- Schools Division Superintendent (SDS): ₱2,500.00
- Assistant SDS: ₱2,000.00
- Education Program Supervisor (EPS): ₱800.00
- Public Schools District Supervisor (PSDS): ₱800.00
- School Head / Principal: ₱1,000.00
- Assistant School Principals managing SHS in Integrated Secondary Schools: ₱800.00
Note: The Order also provides ceilings for Central Office, Regional Office positions, and authorized “other staff” (subject to stated caps).
4) Can “other staff” be authorized? Are there caps?
Yes, “other staff” may be authorized by the appropriate head (e.g., Regional Director, SDS, School Heads), subject to the specific caps stated in the Order. In various cases, the allowable communication expenses per authorized employee shall not exceed ₱1,500.00, and for “other staff authorized by the School Heads,” the allowable communication expenses per authorized employee shall not exceed ₱800.00.
5) What if a DepEd personnel is Salary Grade (SG) 24 and higher but not explicitly listed?
Any personnel occupying positions in DepEd with SG 24 and higher who are not explicitly mentioned may still be entitled, if eligible under DBM Budget Circular 2024-2 (Section 5.0), as recognized by this Order.
6) Are there exclusions related to employment status or relationship?
The Order recognizes eligibility subject to exclusions such as those occupying non-permanent positions and those that do not have an employer-employee relationship.
7) May communication expenses be incurred via any mobile service provider, postpaid or prepaid?
Yes. Communication expenses may be incurred from any of the existing mobile service providers in the Philippines, whether through postpaid or prepaid subscription, subject to substantiation requirements prescribed in the Order.
8) How is reimbursement computed based on “actual work performance” in a month?
The payment/reimbursement for locally incurred communication expenses is based on the number of days of actual work performance in a month:
- 1 to 5 days: 25% of the monthly communication expense
- 6 to 11 days: 50% of the monthly communication expense
- 12 to 16 days: 75% of the monthly communication expense
- 17 days and more: 100% of the monthly communication expense
The Order refers to DBM Budget Circular 2024-2 for instances that shall or shall not be construed as actual work performance.
9) What is the rule for communication expenses during official foreign travel?
Authorized officials/employees on official foreign travel may request reimbursement for communication expenses exceeding the allowable rate, based on actual costs incurred from date of departure until date of return, subject to required supporting documents and only for expenses incurred while performing official duties.
The total reimbursable amount shall not exceed 110% of the prescribed communication expense rate, regardless of duration or frequency of travel.
10) If I am designated as Officer-in-Charge (OIC) or in an acting capacity, am I entitled?
The Order provides:
- 15 calendar days or less: Not entitled to incur the monthly communication expense for the position designated to.
- 16 calendar days or more: Entitled to the maximum monthly communication expense for the position designated to (or whichever is higher), subject to actual work performance.
Personnel designated as OIC/acting for positions in internally created organizational units not authorized by DBM and considered ad hoc arrangements are not entitled.
11) What if I’m authorized but also engaged in a government-funded project?
If an authorized official/employee is engaged in a project funded by the Philippine government, they are not entitled to reimbursement for communication expenses charged against project funds.
For projects financed by foreign and/or development partners, they may opt to claim reimbursement either from the Department’s available funds or the project’s allocated funds, but reimbursement from both funding sources is not permitted.
12) Do I need to register a mobile number? Can I use more than one number?
Yes. Eligible officials/employees shall register one mobile number with the Administrative Service/Section/Unit, which will be considered the official number. Only one mobile number is allowed for reimbursement purposes, regardless of whether the ceiling has been fully consumed or not.
13) Is a self-certification allowed when processing claims?
Yes. Processing of payment may be supported by a self-certification that communication expenses incurred were official in nature and necessary to the performance of official duties and responsibilities. A sample is attached as Annex A (Certification).
14) Is a Daily Time Record (DTR) required with the claim?
The claim shall be accompanied by a duly signed DTR, except for officials who are not required to render biometric attendance.
15) What additional documents may be required (special cases)?
Examples stated in the Order include:
- For official foreign travel claims: additional supporting documents such as monthly bill/statement of account, official/tape/electronic receipt/invoice, and reimbursement expense receipt.
- For detail/secondment to another government agency: a certification from the parent agency indicating it is not providing the communication expenses incurred (issued once and submitted to the recipient agency upon assumption of duty).
- For officials/employees engaged in projects: a certification issued by the parent agency prior to project implementation indicating that communication expenses are to be charged under available agency funds or funds allotted for the project (as applicable).
16) Who processes the claims once documents are complete?
The DepEd Finance Service shall process the claims for payment upon receipt of complete documentary requirements.
17) What is required if claiming additional communication expenses beyond the maximum during foreign travel?
An approved Travel Order and Certificate of Travel Completed are required for claims for additional communication expenses incurred beyond the maximum allowable amount during official foreign travels.
18) Does the Order emphasize prudent spending and avoiding duplication?
Yes. The Order emphasizes that communication expenses must be incurred with judiciousness and prudence, avoiding duplication of billing or related expenses, ensuring expenditures are necessary and reasonable, aligned with DepEd objectives, and compliant with budgeting, accounting, and auditing laws and rules.
19) Who monitors compliance and evaluates implementation?
The Budget and Accounting Divisions of the DepEd Central Office, the Regional Finance Divisions, and the Finance Unit Schools Division Offices shall monitor compliance and evaluate implementation.
20) Which previous DepEd Orders are expressly repealed?
The Order expressly repeals DepEd Orders Nos. 014, s. 2025; 002, s. 2023; 004, s. 2020; and 017, s. 2019 (and related issuances inconsistent with it are repealed/amended/modified accordingly).
21) When is the effectivity of this Order?
The Order takes effect retroactively on 01 January 2025 and applies to claims, payments, or actions undertaken on or after that date, provided the application is consistent with DBM Budget Circular No. 2024-02. It also provides for registration with the Office of the National Administrative Register (ONAR) at the UP Law Center.
22) What is Annex A (Certification) used for?
Annex A is a certification template stating that the communication expenses incurred were official in nature and necessary to the performance of official functions, issued to support reimbursement, with fields for the authorized official/employee and the immediate supervisor who notes the certification.
23) Who can be contacted for more information?
The Order states that inquiries may be directed to the Office of the Assistant Secretary for Finance (contact details and email are provided in the Order).
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