Guidelines for Accepting Donations to PNP

Define preconditions and procedures to accept tangible goods or asset donations to the Philippine National Police (PNP)
Delegate authority levels for acceptance and recognition of donors

Establish policies and guidelines for acceptance and proper disposition of tangible goods or asset donations to the PNP

Donation: Gratuitous transfer of a thing or right to the PNP
Donor: Any person, juridical entity, or organization giving the donation
Donee: PNP unit/office receiving the donation
Deed of Donation: Public document transferring ownership from donor to donee
Acceptance: Written express act by an authorized PNP officer agreeing to the donation
Tangible Goods or Assets: Equipment, supplies, cash, movable or immovable property relevant to PNP mission

Only designated PNP officers have authority to approve/sign donation acceptance, including Chief, PNP, various directors, regional directors, group directors, chiefs of police, and station commanders
Donations must benefit the PNP’s goals and objectives
Only donations from legitimate legal sources are accepted
Every donation requires a deed of donation with proper valuation, supported by an appraisal committee including various officials and representatives
Donated goods/assets must be recorded in property books within 15 days
No special treatment or expectation of return is given to donors or facilitators
Donations strictly for official PNP functions
Donations must be free from liens, mortgages, and encumbrances
On donation acceptance, authorized representatives must be present for turnover, observing specific representatives for different asset types
Donated property must not defraud creditors or parties in interest and the donor must retain sufficient funds for obligations

Deed of Donation must include terms on intended use, authority for PNP’s use, and affirm no special treatment expected
Prior notice and approval needed before accepting donations

Motor Vehicles:
- Transfer of deed, official receipt, and registration
- Certification vehicle not carnapped
- Compliance with PNP standard markings and specifications
Firearms:
- Prior Authority to Purchase request and approval
- Licensing and registration under donee PNP unit
- Usage limited to official PNP functions
- Compliance with NAPOLCOM Resolutions
Real Property:
- Deed executed before notary public
- Submission of multiple supporting documents including title, plans, tax documents, resolutions for LGU donations
- Procedures for titling depending on property classification (registered/unregistered, judicial/administrative titling)
- Properties for police stations must meet approved standards
Cash/Fund:
- Acknowledgement receipt issued upon receipt
- Deposit in trust account in Land Bank
- Utilization per deed of donation or approved program
- Reporting and separate ledger maintenance
Other Equipment:
- Must comply with relevant laws and this circular
- Proper valuation and documentation required

Various PNP directors, chiefs, and officers responsible for compliance and implementation
Regional Directors and logistics ensure proper documentation and property book entry
Appraisal and authority granting by DO and DI
Background checks on donors by DI, IG, and RID
Strict control over release and official use of donated firearms
Recognition for donors but no special favors
Accounting and finance units to maintain records and budgets for donated goods
Monthly reporting on donated assets for evaluation
Assistance in transfer/documentation of donated equipment by NSU directors
Supply officers to maintain PPE ledger cards and reconcile accounts

Violations subject to investigation and may result in criminal, civil, and administrative charges