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14/08/2011: Processing and Clearance of Foreign Donations (Medical)

Procedural and Document Requirements for the Processing and Clearance of Donations by the Department of Health

A. Donations covered by DOH regulations

  • Food and food products, drugs and medicines and other pharmaceuticals having similar preparations registered with the Bureau of Food and Drugs (BFAD)
  • Medical Supplies duly registered with the BFAD
  • Medical equipment and devices

Drugs and medicines should have a shelf-life of at least six (6) months after its estimated arrival in the country.

B. Institutions/entities allowed to receive duty-free donations

  • All government hospitals
  • Private primary and secondary hospitals
  • Charitable institutions and NGOs accredited/licensed by the DSWD or endorsed by NEDA
  • Office of the President

C. Requirements for availing of duty-free importation of donation

Documents must be submitted in three (3) copies to the DOH-BIHC one (1) month before the arrival of the donated goods. It is important for donors/recipients to coordinate with DOH through the Philippine Embassy/Consulate prior to the shipment of donations.

From the Donor:

o    Certificate/Deed of Donation duly authenticated by the Philippine Embassy/consulate in the country of origin

o    Shipping documents such as bill of lading/airway bill, itemized packing list/inventory contents, commercial invoice and other related documents stipulating date of arrival and flight details.

From the Donee:

o    Letter-request for DOH clearance/endorsement

o    Notarized Deed of Acceptance of the donation

o    Distribution plan of commodities

Additional requirements depending on the item(s) to be donated

1. Requirements by the Bureau of Food and Drugs

For food and food products, medicines and medical supplies, the following requirements shall be submitted to DOH-BIHC for endorsement to BFAD for the issuance of clearance:

  • Complete, itemized list of drugs and quantity to be donated, with the following information on the label:

1.    Formulation (with English translation)

2.    Generic name/brand name, if any

3.    Dosage forms/strengths

4.    Batch/lot number and expiration date (at least 6 months upon receipt)

5.    Name and address of manufacturer

  • Application letter/documents for registration of donated drugs with BFAD, stating the donor and the recipients.

2. Requirements by the Bureau of Health Devices and Technology (BHDT)

For equipment, especially those capable of emitting radiation, such as x-ray and ultrasound equipment, the following shall be submitted to DOH-BIHC for endorsement to BHDT:

  • Complete brochure/literature regarding equipment model
  • Pro-forma invoice or export bill of lading with complete inventory of contents
  • Deed of acceptance by the recipient stating that the recipient is assuming all responsibilities with regard to the equipment being donated
  • For X-ray equipment, a copy of the license to operate an x-ray facility issued by the BHDT.

An evaluation will be done by the BHDT based on the above documents. If approved,

an import fee of P165.00 per unit must be paid to the BHDT.

If a DOH tax exemption is requested, the following additional documents must be submitted to DOH-BIHC:

  • SEC registration certificate of the recipient organization
  • Articles of Incorporation
  • DSWD license to operate as charitable institution


D. Steps and Procedures to ensure the smooth processing and release of
donations

Step 1 – Prospective donors who intend to donate food and food products, medicines/drugs/medical supplies and medical equipment and devices must send original copies of the following documents to the recipients at least 2-3 weeks prior to the arrival of the shipment to the Philippines:

1.    Deed of Donation duly authenticated by the Phil Embassy/Consulate

2.    Pro-forma or commercial invoice and packing list

3.    Shipping documents

Step 2 - The donee, must send to the Bureau of International Health Cooperation, DOH

1.    Letter-request for DOH clearance/endorsement

2.    Notarized Deed of Acceptance of the donation

3.    Distribution plan of commodities

Step 3 – Upon receipt of the advance copies of the required documents from the donee, the BFAD and BHDT will determine if the intended donations are eligible for duty-free entry and if the intended beneficiary is allowed or accredited to accept donations.

Step 4 – The BIHC-DOH will recommend to the Department of Finance that the importation be exempted from customs duties, if deemed meritorious.

Step 5 – Upon the endorsement of the appropriate agency for a duty-free certification, the DOF will issue a clearance and will forward this document to the Central Records Division of the Bureau of Customs. A duplicate copy of the clearance may be obtained by the consignee from DOF.

Step 6 – The Tax Exempt Division of the BOC will endorse the release of donation and will forward this document to the Informal Entry Division of the BOC district office concerned (South Harbor, MICP, NAIA, etc.) The Informal Entry Division checks, verifies, appraises and examines the donated shipment.

Step 7 – After the donee complies with all the documentation and pays the fees and charges (such as arrastre, wharfage, VAT, etc.) the Bureau of Customs will release the shipment to the consignee in the presence of representatives from the DSWD and/or BFAD.

Step 8 - Upon release at the Bureau of Customs, the recipient will conduct an inventory of the donated shipment. An inventory report indicating the utilization of the donated resources will be a part of the documents to be submitted to the Centers for Health Development (CHD) concerned, copy furnished the Bureau of International Health Cooperation.

 

Source: http://www.doh.gov.ph/bihc_doh/index.php/Processing-and-Clearance-of-Foreign-Donation.html