Revenue Memorandum Circular 28-2015 : Joint BIR-LRA Memorandum Circular

REPUBLIC OF THE PHILIPPINES
DEPARTMENT OF FINANCE
BUREAU OF INTERNAL REVENUE
Quezon City

April 17, 2015

REVENUE MEMORANDUM CIRCULAR NO. 28-2015

SUBJECT	:	Publishing the Full Text of the Joint Memorandum Circular between the Bureau of  Internal Revenue (BIR) and Land Registration Authority (LRA)
TO	:	All Internal Revenue Officials, Employees, and Other Concerned

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For information and guidance of all concerned, quoted hereunder is the full text of the Joint  Circular between the  Bureau  of  Internal  Revenue  (BIR)  and  Land  Registration  Authority (LRA) signed on April 6, 2015 in Quezon City, Metro Manila, Philippines.

"JOINT BIR-LRA MEMORANDUM CIRCULAR "

TO	:	THE  BUREAU  OF  INTERNAL  REVENUE  AND  ITS  REVENUE DISTRICT OFFICES, THE LAND REGISTRATION AUTHORITY AND ITS REGISTRIES OF DEEDS
SUBJECT	:	IMPLEMENTATION AND  USE  OF  THE  LRA’s  PHILIPPINE  LAND     REGISTRATION AND INFORMATION SYSTEM (PHILARIS) FOR THE AUTOMATED VERIFICATION OF THE BIR ELECTRONIC CERTIFICATE AUTHORIZING REGISTRATION (eCAR)

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I. PREPATORY STATEMENT  

The Bureau of Internal Revenue (BIR) is a government agency under the supervision of the Department of Finance (DOF) mandated by law to generate financial resources for the government through the enforcement of internal revenue laws and regulations. 

The Land Registration Authority (LRA) is a government agency under the Department of  Justice  (DOJ) mandated  by  law  to  preserve  the  integrity  of  the  land  registration process, protect the sanctity of the Torrens System, and act as the central repository of records relative to original registration of lands titled under the Torrens System, including subdivision and consolidation plans of titled lands and, through its Registry
of Deeds (RD) offices nationwide, be the repository of records of instruments affecting registered or unregistered lands and chattel mortgages in the province and the city wherein such office is situated.

The  LRA  is  currently  implementing  the  Land  Titling  Computerization  Project  (LTCP) which involves, among others, the development of customized application systems, the supply of IT products and services, training of end-users, conversion of titles and documents from physical to digital format, nationwide network interconnection, and rehabilitation and construction of IT-enabled government offices.    Under the LTCP, the operations of the LRA and its RDs shall be fully-computerized, where  all  documents,  deeds,  instruments  shall  be  electronically-registered,  and requests  for  verification,  certifications  and  certified  true  copies  shall  be  processed pursuant to published Circulars and Guidelines of the LRA, namely:  

1.    Implementing Guidelines on Electronic Registration of Land Titles and Deeds issued on 02 July 2009; 

2.    Implementing Guidelines on Electronic Registration of Land Titles and Deeds and  Processing  of  Central  Office  Transactions  issued  on  21  December  2010; and, 

3.    Amendment  to  the  Implementing  Guidelines  on  Electronic  Registration  of  Chattel  Mortgage  and  Other  Personal  Properties,  Electronic  Recording  of  Transactions on Unregistered Land, and Electronic Registration of Land Titles  and Deeds issued on 21 January 2011. 

BIR  is  likewise  implementing  various  computerization  projects  aimed  at  further  improving  tax  collection.  One  of  the  systems  developed  by  BIR  is  the  Electronic Certificate Authorizing Registration (eCAR) System for the processing and generation  of  Certificates  Authorizing  Registration  (CAR)  as  evidence  of  proper  and  complete payment of transfer taxes.  In  the  spirit  of  inter-agency  cooperation,  the  DOF,  the  DOJ,  the  BIR  and  the  LRA entered into a Memorandum of Agreement (MOA) on September 25, 2013, whereby all parties agreed to implement the automated verification of CAR issued by the BIR and presented in the Registries of Deeds, to ensure the effective implementation of Section 5(B) of the National Internal Revenue Code (NIRC) of 1997, as amended, in relation to Sections 58 (E) and 95 of the same Code.  This Joint Memorandum Circular is being issued to guide all concerned on the rules and  procedures  for  the  implementation  of  the  LRA-BIR  eCAR  Verification  System Project.  

II. COVERAGE 
 
This Circular shall cover all transactions involving transfer of real properties processed in  the  Registries  of  Deeds  requiring  the  presentation  of  the  eCAR,  which  shall  be automatically  verified  using  the  PHILARIS  prior  to  the  processing  of  a  transfer transaction.
 
The  automated  verification  of  the  eCAR  shall  be  implemented  in  the  Registries  of  Deeds   already   using   the   PHILARIS   for   transaction   processing,   and   where   the  corresponding BIR Office has started using the BIR eCAR System for the issuance of the eCAR.  
The eCAR verification follows the general guidelines listed below: 

1.  BIR shall provide LRA with data relevant to an eCAR by directly updating the LRA-BIR eCAR Database;  
 
2.  BIR shall issue an eCAR only after successfully updating the LRA-BIR eCAR Database; 
 
3.  The eCAR shall contain a barcode, which shall be scanned at the Registry of Deeds for verification, after the entry into the Electronic Primary Entry Book of the eCAR as a supporting document of a transaction; 
 
4. The  eCAR  presented  shall  be  automatically  validated  against  the  data provided by BIR in the LRA-BIR eCAR Database, and only transactions that have validated eCARs shall be approved by the Registry of Deeds; and, 
 
5. LRA shall provide BIR relevant data relating the eCAR to its corresponding Certificate of Title. 
 

III.    OPERATING PROCEDURES AND GUIDELINES - BIR 

 
1. The  eCARs  (BIR  Form  No.  2313-R)  for  transactions  involving  transfer  of  real properties are currently being used by the following Revenue Regions and Large Taxpayers’ offices:



BIR OFFICE	DATE OF eCAR SYSTEM IMPLEMENTATION
Revenue Region No. 1 – Calasiao, Pangasinan (RDO Nos. 1-Laoag City, 2-Bantay,Ilocos Sur, 3-San Fernando, La Union, 4-San Miguel, Calasiao, Pangasinan, 5-Alaminos City, Pangasinan, 6-Urdaneta, Pangasinan)	May 19, 2014
Revenue Region No. 5 – Caloocan (RDO Nos. 24-Valenzuela City, 25-A-Plaridel, bulacan, 25-B-Sta. Maria, Bulacan, 26-Malabon/Navotas, 27-Caloocan)	July 7, 2014
Revenue Region No. 8 – Makati City (RDO Nos. 44-Taguig/Pateros, 47-East Makati, 48-West Makati, 49-North Makati, 50-South Makati, 51- Pasay City, 52-Paranaque City, 53-A Las Pinas City, 53-B Muntinlupa City)
Large Taxpayers (LT) Audit Division Regular 1- (RDO No. 116), 2- (RDO No. 125), 3 – (RDO No. 126)
LT Excise Audit Division 1 (RDO No. 121), 2 (RDO No. 124)
LT District Office – Makati (RDO No. 122)
Revenue Region No. 6 – Manila (RDO Nos. 29-Tondo/San Nicolas, 30-Binondo, 31-Sta. Cruz, 32-Sampaloc/Sta. Mesa/San Miguel/Quiapo, 33-Ermita/Intramuros/Malate, 34-Paco/Pandacan/Sta. Ana)	July 14, 2014
Revenue Region No. 7 – Quezon City (RDO Nos. 28-Novaliches, 38-North QC, 39-South QC, 40-Cubao, QC, 41-Mandaluyong, 42-San Juan, 43-A East Pasig, 43-B West Pasig, 45-Marikina, 46-Cainta, Rizal)	July 21, 2014
Revenue Region No. 2 – Cordillera Administrative Region (RDO Nos. 7-Bangued, Abra, 8-Baguio City, 9-La Trinidad, Benguet, 10-Bontoc, Mt. Province, 11-Tabuk Kalinga, 12-Lagawe, Ifugao)	September 15, 2014
Revenue Region No. 3 – Tuguegarao, Cagayan (RDONos. 13 Tuguegarao City, 14-Bayombong, Nueva Vizcaya, 15-Naguilian, Isabela, 16-Cabarroguis, Quirino)
Revenue Region No. 4 – San Fernando, Pampanga (RDO Nos. 17A-Tarlac City, Tarlac, 17B Paniqui, Tarlac, 18-Olongapo City, 19-SBMA, 20-Balanga City, 21A-North Pampanga, 21B-South Pampanga, 22-Baler, Aurora, 23A-North Nueva Ecija, 23B-South Nueva Ecija)
Revenue Region No. 6 – Manila (RDO Nos. 35-Odiongan, Romblon, sub-office Romblon, Romblon, 36-Puerto Princesa City, 37-Occidental Mindoro)
Revenue Region No. 9 – San Pablo City (RDO Nos. 54A-Trece Martirez City, South Cavite, 54B- Bacoor, Cavite, 55-San Pablo City, 56-Calamba City, 57-Binan, Laguna, 58-Batangas City, 59-Lipa City, 60-Lucena City, 61-Gumaca, Quezon, 62-Boac, Marinduque, 63-Calapan City)



2. However, the following BIR offices shall continue to manually prepare and issue CAR until these offices are ready to implement the eCAR System:


a.    Revenue Region No. 10 – Legaspi City;
b.   Revenue Region No. 11 – Iloilo City;
c.    Revenue Region No. 12 – Bacolod City;
d.   Revenue Region No. 13 – Cebu City;
e.    Revenue Region No. 14 – Tacloban City;
f.    Revenue Region No. 15 – Zamboanga City;
g.    Revenue Region No. 16 – Cagayan de Oro City;
h.   Revenue Region No. 17 – Butuan City;
i.     Revenue Region No. 18 – Koronadal City;
j.     Revenue Region No. 19 – Davao City; and,
k.   Large Taxpayers District Office – Cebu (RDO No. 123)

The roll out dates for the abovementioned offices shall be accordingly informed by BIR to LRA. Thereupon, LRA shall immediately issue corresponding notice advising all Registries concerned of the automatic inclusion of the said offices in the coverage of this Joint Memrandum Circular upon the rollout of the eCAR system.


3. There  shall  be  one  (1)  eCAR  per  title  in  case  of  registered  land  and/or improvement(s) and one (1) eCAR per tax declaration in case of unregistered land and/or improvement(s).  

4. All  CARs  issued  within  one  (1)  year  prior  to  the  implementation  of  the  eCAR System  are  still  valid  for  presentation  by  taxpayers  to  the  Registry  of  Deeds. Thus,   the   Revenue   District   Officers/   LT   Division   Chiefs   shall   furnish   the concerned Registry of Deeds with a list of the said manually issued CARs. The list, in hard copy, shall be provided to the Register of Deeds not later than two (2) days after implementation of the eCAR system in the RDO concerned.

5. For other manually-issued CARs that are outstanding but not yet presented to the  Registry of Deeds,  within  the  validity  period  as prescribed  in  existing  BIR issuances, the same shall no longer be valid for presentation to the Registry of Deeds. Instead, the said CARs shall be replaced with an eCAR by the concerned Revenue District Officer/ LT Division Chief, provided, the eCAR System is already implemented in the concerned Revenue District Office. Otherwise, a new CAR shall be manually issued in its stead.   

6. All eCARs shall have a validity period of one (1) year from date of issue. In case the taxpayer fails to present the eCAR to the RD concerned within the one (1) year  validity  period,  the  RDO/LT Division  Chief  shall issue  a  new eCAR  to  the taxpayer. In the event the eCAR is lost or destroyed within its validity period, the RDO/LT Division Chief shall not issue a new eCAR but instead he shall reprint the same eCAR and issue this to the requesting taxpayer. 

7. In the case of Estate and Donor’s Taxes, the eCARs shall be issued by the RDO having jurisdiction over the domicile/residence of the decedent/donor. For non-resident  decedent/donor, the eCAR  shall  be  issued by  RDO  39  South  Quezon City.
  
8. The eCAR shall be printed on an accountable form with security features and a barcode.  There  shall  be  a  Barcode  Reference  Number  located  below  the barcode, which can be encoded in case the latter cannot be scanned/read.

9. The RDO shall indicate on the face of each page of all the copies of the document of sale or exchange or transfer (e.g., Deed of Sale, Deed of Exchange, Deed of Assignment, Deed of Donation, Deed of Extrajudicial Settlement of Estate, etc.) the details of information indicated in the eCAR, to wit: 


a.    Transaction Number; 
b.   eCAR Number; 
c.    Date of eCAR; 
d.   Title Number of Property (for titled property); and, 
e.    Tax Declaration Number of the Property (for untitled property). 


10. No registration of any deed or instrument resulting in the transfer of ownership of real property shall be allowed by the RD unless the Commissioner or his duly authorized representative has issued the corresponding eCAR, which has been properly verified under the LRA-BIR eCAR Veification System Project. Once the new TCT/CCT is issued in the name of the transferee/s, the RDs shall annotate on the cancelled OCT/TCT/CCT the following information:  


a.    eCAR Number; 
b.   Date of issuance of eCAR; 
c.    RDO Number; 
d.   Name of Revenue District Officer; and, 
e.    Type and Amount of Taxes Paid.

IV. OPERATING PROCEDURES AND GUIDELINES -LRA

1. The BIR shall inform the LRA of the roll-out dates for the offices listed in Section III (2) hereof. Thereupon, LRA shall imediately notify all Registries concerned of the  automatic  inclusion  of  the  said  offices  in  the  coverage  of  this  Joint Memorandum Circular, upon eCAR System roll-out.

2. Upon presentation of the required documents for registration, the Entry Clerk shall assign a system-generated unique Electronic Primary Entry Book Number (EPEB Number) for the transaction. 

3. The bar code of eCAR shall be scanned at the Entry Module, thereby capturing the required eCAR data and automatically storing these in the RD’s Database.

4. In case the eCAR bar code cannot be read, the Entry Clerk shall input the Bar Code Reference Number shown under the bar code. 

5. The  same  documents  currently  required  for  the  registration  of  deeds  and instruments relating to registered and unregistered lands shall be complied with.  

6. The RD personnel shall also input other data in the Entry and Return to Entry Modules, as required under the law and existing LRA rules and regulations, such as, presenter information, received documents, etc. 

7. After the input of all required information  in the Entry Module, the PHILARIS shall validate the submitted eCARs.  


a.    If  any  eCAR  does  not  pass  the  verification  process,  the  PHILARIS  shall generate a “Notice of Unverified eCAR” to be presented to the client, and the System shall tag the EPEB Number as “void”. This “void” tag shall render this EPEB Number without force and effect; or,

b.   If all eCARs pass the verification process, the PHILARIS shall generate the Assessment Form and Payment Order, which shall be used by the client as the basis for paying the required fees. 


8.   An   eCAR   Authentication   Fee   amounting   to   One   Hundred   Fifty   Pesos (Php150.00), exclusive of VAT, shall be collected from the Registrants for each verified eCAR submitted, on top of the regular fees charged for each transaction type as provided for under the law and existing LRA Circulars on the matter.
 
9.   After payment of all fees duly assessed for the transaction, the transaction shall proceed  to  the  next  module,  and  the  regular  transaction  process  shall  be followed.  

10. Any subsequent modification by the BIR of an eCAR that has been entered in and verified by the RD shall not affect any transaction already approved by the RD.

11. The  annotation  text  referred  to  Section  III  (10)  above  shall  be  automatically generated by the PHILARIS using the standard LRA templates and the data from the eCAR. 

12. The LRA shall, using their eCAR Verification System, provide the BIR, after the processing of the transaction where the eCAR was submitted as a supporting document, with the following information:


a.    Newly issued TCT/CCT Number;  
b.   OCT/TCT/CCT  Number  of  old  OCT/TCT/CCT  Cancelled  (title  of  previous owner and replaced by the TCT/CCT newly issued); 
c.    eCAR Number; 
d.   Transaction Status; 
e.    Register of Deeds (RD) Code and Name; 
f.    Entry Number; 
g.    Entry Date and Time; and, 
h.   Approval Date and Time.
 

13. All other transaction processes shall be in accordance with published Circulars and Guidelines of the LRA. 
 

V. OTHERS

1.   This Joint Memorandum Circular may be amended, from time to time, as may be deemed necessary. All amendments shall be in writing and shall be jointly approved by the BIR and LRA. 

2.   Should any provision of this Joint Memorandum Circular, or application of such provision to any circumstance, is declared invalid or unconstitutional, the other provisions not affected thereby shall remain valid and subsisting. 

3.   All orders, guidelines, circulars, rules and regulations inconsistent herewith are hereby repealed or amended accordingly. 
 
4.   This Joint Memorandum Circular shall take effect immediately upon approval and publication in a newspaper of general circulation. 

Diliman, Quezon City, April 6, 2015. 

LAND REGISTRATION AUTHORITY		BUREAU OF INTERNAL REVENUE
By:                 (Original Signed)		By:                (Original Signed)
Atty. EULALIO C. DIAZ III Administrator		Atty. KIM S. JACINTO-HENARES Commissioner
Witnessed by:		Witnessed by:
(Original Signed) Atty. ROBERT NOMAR V. LEYRETANA Deputy Administrator (Original Signed) Atty. RONALD A. ORTILE Deputy Administrator		(Original Signed) LILIA C. GUILLERMO Deputy Commissioner (Original Signed) NELSON M. ASPE Deputy Commissioner

All revenue officials and employees are enjoined to give this Circular the most extensive publicity.

(Original Signed)
 KIM S. JACINTO-HENARES
 Commissioner of Internal Revenue