RE-ORIENTATION
ON THE
NEW GOVERNMENT ACCOUNTING SYSTEM FLOW OF DOCUMENTS
ACCOUNTING OFFICE
MANDATE
The Accounting Office is mandated
to provide an enabling and nurturing
environment through a realistic and
efficient maintenance of the Books of the
University as well as project funds,
processing of claims in accordance with
GAAM/COA rules and develop and
conduct procedures to meet the needs of
management and stakeholders.
UP DILIMAN ACCOUNTING OFFICE
ORGANIZATION CHARTup accounting office organizational
DIRECTOR II
G-26 (PSI 259) chart.doc
VACANT
Electronic Data Processing Section
Administrative Officer V
Vacant
Acting Director
Accountant IV
G-22 (PSI 261-2)
COMPUTER PROGRAMMER II
G-18
Electrician II
G-6
Administrative Asst. II
G-8
Administrative Aide VI
Vacant
BOOKKEEPING SECTION
Accountant IV
G-22
Accountant III
G-19
Accountant III
G-19
Accountant II
G-I6
Accountant II
G-16
Accountant II
G-16
Administrative Officer
G-15
Administrative Officer
G-15
Administrative Asst. II
G-11
Administrative Officer
G-15
Administrative Officer
G-15
Administrative Asst. II
Accountant
G-8 III
Vacant
Accountant II
Vacant
Administrative Officer II
Vacant
PRE-AUDIT SECTION
Accountant III
G-19
PAYROLL SECTION
Accountant IV
G-22
Accountant II
G-16
Administrative Officer
G-11
Administrative Officer
G-15
Demo
G-11
Demo
G-11
Senior Bookkeeper
G-9
Administrative Officer
G-11
Administrative Asst. II
G-8
Driver II
G-4
Administrative Aide VI
Vacant
Administrative Officer V
Vacant
Administrative Officer
G-11
Administrative Asst. II
G-8
Utility Worker II
G-3 II
Accountant
Vacant
Administrative Aide VI
Vacant
Administrative Asst. II
Vacant
Administrative Officer II
Vacant
TAX AND RECONCILATION
SECTION
Accountant IV
G-22
Accountant III
G-19
Computer Programmer
Vacant
Administrative Officer
Vacant
Administrative Asst. II
Vacant
PUBLIC ASSISTANCE AND
RECORDS MANGEMENT
SECTION
VACANT
Storekeeper I
G-4
UP ContractualAdministrative Asst. II
Vacant
Volume of Transactions Processed
2005
2006
2007
2008
2009
2010
Disbursement
Vouchers Processed 82,707 92,472 102,908 105,436 139,424 157,124
MOOE\CO\PS
Payroll updates
encoded in the
6,210
6,160
6,180
6,090
7,060
7,120
Payroll File
Withholding Tax
Transactions and
119,261 128,809 145,657 150,660 185,590 202,464
Doc processed
Remittances of
Payroll Deductions
Financial Reports
Prepared and
submitted
2,033
2,040
2,034
2,046
2,053
2,058
262,160 278,765 265,172 255,352 261,046 268,951
FLOW OF DOCUMENTS
Personal Services
MOOE/CO
Tax Matters
Payments Through DBM
Monitoring and Control of Trust Accounts
Personal Services
• FIRST SALARY OF REGULAR EMPLOYEE
• LECTURERS, STUDENTS AND GRADUATE
ASSISTANTS, HONORARIA AND OTHER
PAYMENT FOR PERSONAL SERVICES
• OVERTIME SERVICES
• OVERLOAD HONORARIA
• RETIREMENT GRATUITY AND
TERMINAL BENEFITS
• PAYMENT FOR UNCLAIMED/STALE CHECKS
FOR SALARY, HONORARIA, ALLOWANCE ,
STIPEND, ETC.
• PAYMENT THROUGH COMPUTERIZED
PAYROLLS – PAYROLL UPDATES/SALARY
ADJUSTMENTS
• REMITTANCE TO CONCERNED AGENCIES FOR
AMOUNTS DEDUCTED FROM THE GENERAL
PAYROLL
• DOCUMENTARY REQUIREMENTS
FLOW OF DOCUMENTS
MOOE and CO
• DOCUMENTARY REQUIREMENTS IN THE
PROCESSING OF CLAIMS
• REIMBURSEMENT/PROCUREMENT
• VAT and WITHHOLDING TAX RATES
• SIGNATORIES ON DV
• PAYMENT TO SUPPLIER FOR ITEM/S
PURCHASED
• PROCESSING OF PAYMENTS
THROUGH THE
DEPARTMENT OF BUDGET
AND MANAGEMENT
• CONTROL AND MONITORING
OF TRUST ACCOUNTS
PERSONAL SERVICES
AND
TAX MATTERS
MS. CECILIA J. MORALES
Head – Payroll and Tax Section
Function of Payroll Section:
• Process the First Salary of regular employee.
• Process payment for Lecturers, Students and Graduates
assistant.
• Process honoraria rata and other personal services.
• Process payment for Retirement Gratuity, Terminal Leave
and Faculty Sick Leave.
• Process salary honoraria and rata through c0mputerized
payroll.
• Implementation of authorized payroll deductions and
remittance thereof to the respective agency or creditors.
• Monitors net pay of individual employee.
• Prepares certification of remittances to individuals.
• Certifies net pay for GSIS, Pag-IBIG and other loans.
• Certifies mandatory deduction of payroll and remittances.
Tax Section
• Computes the corresponding withholding tax amount and net
pay per payee on the DV based on the tax rate of the employee
on the tax database.
• Updates income database of the employee/payee concerned.
• Updates employees’ status classification as to the amount of
personal exemption and additional exemption.(BIR
Form 2305)
• Prepare Certificate of Tax Withheld for VAT and Expanded
Withholding Tax deducted from suppliers(BIR Form 2306
and 2307) in six copies.
• Prepares Certificate of Compensation Payment/Tax
Withheld at year end (BIR
Form 2316) for each employee.
• Computes/updates tax database of employees and suppliers for
the monthly remittances to BIR.
• Updates withholding tax rates deducted from the monthly
payroll.
PROCEDURES OF PAYMENT
FOR THE FIRST SALARY OF
REGULAR EMPLOYEE
• Receives appointment and other supporting documents from
HRDO.
a. Prepares DV
b. Assigns DV number
c. Forwards DV to unit together with the list of
documentary requirements needed.
• Upon receipt of the duly funded DV, Receiving Clerk
encodes receipt of DV:
1. Payee
2. Nature of payment
3. Gross Amount
4. Period covered
Processing of DV:
•
•
•
•
•
•
•
•
Check payee vs Tax database.
For new employee (regular or contractual), Check needed
documentations such as TIN, BIR Form 2305/2316, etc.
add data on the tax database.
Computes tax rate, effects withholding tax amount and
computes net amount per payee on DV.
Pre-audits supporting documents for validity of claims and
completeness of documentation.
Classify expense as to salary, honorarium,, etc. and
summarize by expense account.
Journalize transactions
Check cash availability
Director reviews supporting documents and certifies DV
Releasing
a. Match DV with the database on received
DVs
b. Encode net amount and date released
c. Prepares e-copy of the DVs in accordance
d. Forwards DV and e-copy to Cash Office for
payment.
Documentary requirements for the payment of
salary for newly hired employees:
 Appointment (Certified Photocopy)
 Report of Duty and Oath Of Office
 Statement of Assets and Liabilities
 DTR for Administrative Staff or Certificate of
Service for Faculty
 Tax Identification Number (TIN)
 Employee Number and Bank Account Number
 Duly approved Obligation Request
 Philhealth Number
 Pag-ibig Number
 GSIS BP Number
 BIR Form 2305 and 2316 for employees with
previous employer
Effects of
Incomplete
Requirements/
Documentation
• PhilHealth premiums remained unposted. Thus,
Philhealth benefits during confinement cannot be
availed of by ALL EMPLOYEES including those
with Philhealth numbers.
• Pag-Ibig benefits cannot be granted to employees
without Pag-ibig Number
• GSIS Premium remittances remained unposted
• Delay in the submission of the “Alpha List “to BIR.
BIR penalizes the University for every delay in
the submission of “Alpha List” and for every tax
remittance without TIN number
PAYMENT FOR
LECTURERS, STUDENTS
AND GRADUATE
ASSISTANTS,
HONORARIA AND
OTHER PAYMENT FOR
PERSONAL SERVICES
COLLEGE/UNIT:
a. Prepares Disbursement Voucher (DV)
b. Attached required documentations such as DTR,
copy of Appointment, Authorization/ Approval,
etc.
c. Prepare OBR/BUR.
d. If amount less than or equal to P20,000
Dean/Director/Head of unit approval on box C
- Approval of box A by Department Chair/AO
- If amount is more than P20,000.00, VCA
approval on box C and approval on box
“A” by Department Chair/AO
e. Sends DV to Budget Office for funding (if charge to
budgetary and Income-fed account) or Accounting
Office (if charge to Trust Account)
Processing of DV:
•
•
•
•
•
•
•
•
Check payee vs Tax database.
For new employee (regular or contractual), Check needed
documentations such as
TIN No., BIR Form
2305/2316, etc. add data on the tax database.
Computes tax rate, effects withholding tax amount and
computes net amount per payee on DV.
Pre-audits supporting documents for
validity of
claims and completeness
of documentation.
Classify expense as to salary, honorarium,, etc. and
summarize by expense account.
Journalize transactions
Check cash availability
Director reviews supporting documents and certifies DV
Releasing
a. Match DV with the database on received
b. Encode net amount and date released
c. Prepares e-copy of the DVs in accordance
d. Forwards DV and e-copy to Cash Office for
payment.
DVs
PAYMENT
OF
OVERTIME SERVICES
Note: At present, only drivers are allowed to claim overtime
pay. Other personnel who are required to render
overtime services must seek prior approval from the
Chancellor thru the Vice-Chancellor for
Administration.
COLLEGE/UNIT:
a. Prepare the “Overtime Request” form for approval by the
Head of Unit, Budget Director (if charge to budgetary or
Income-fed account) or Accounting Office (if charge to
Trust Account) and Vice-Chancellor for Administration.
b. Prepare DV/OBR/BUS supported by DTR and approved
overtime request form.
c. Dean/Director/Head of Unit approves payment on
box A of DV and also box C, if gross amount is
P20,000.00 or less. Forward DV and supporting
documents to Budget Office for funding (if charged to
budgetary and Income-fed account) or to Accounting
Office (if charged to Trust Account)
Processing of payment at the
Accounting Office follows
same procedures in the
Payment of Personal Services
PAYMENT OF
OVERLOAD
HONORARIA
OFFICE OF THE VICE-CHANCELLOR FOR
ACADEMIC AFFAIRS:
a. Prepares disbursement voucher (DV) together with
supporting documents.
b. Approves DV subject to submission of grades
c. Sends DV to unit for signature of DV and preparation of
OBR/BUR.
COLLEGE/UNIT
a. Signs DV, attached certificate of grades submitted
b. Prepares OBR/BUR
c. Forwards to Budget Office for funding.
Processing of payment at the
Accounting Office follows
same procedures in the
Payment of Personal Services
PAYMENT
OF
RETIREMENT GRATUITY
PAYROLL SECTION:
a. Receives retirement documents from
HRDO.
b. Prepares DV for retirement gratuity based
on documents received from HRDO
c. Assigns DV control number and encodes
DV data
e. Forward DV to Unit concerned for
signature of the DV, preparation of OBR
and attachment of required
documentations.
COLLEGE/UNIT:
a. Receives and signs DV, prepares OBR/ BUR
b. Attached documentations.
c. Forwards DV, OBR/BUR and other supporting
documents to UPD Budget Office for funding
Processing of payment at the
Accounting Office follows
same procedures in the
Payment of Personal Services
PAYMENT
OF
TERMINAL/FACULTY
SICK LEAVE
PAYROLL SECTION:
a. Receives documents from HRDO. Pre-audits
Summary of Leave Credits.
If there were discrepancies noted, return
documents to HRDO for appropriate action
b. Prepares DV for terminal leave (based on
approved application received from HRDO).
c. Assigns DV control number
d. Encodes DV data
e. Forwards DV to Unit concerned for signature of
the DV and preparation of OBR and
attachment of required documentations.
COLLEGE/UNIT:
a. Receives and signs DV,
Prepares OBR/ BUR
b. Attached documentations.
c. Forwards DV,OS and other
supporting documents to
UPD Budget Office for
funding
Processing of payment at the
Accounting Office follows
same procedures in the
Payment of Personal Services
PAYMENT FOR UNCLAIMED
CHECKS FOR SALARY,
HONORARIA, ALLOWANCE ,
STIPEND, ETC.
PAYEE:
A. Payee sends request for replacement of
check to Cash Office
B. Cash Office approves request and sends
request to Accounting Office for preparation
of DV and for processing
ACCOUNTING OFFICE :
•
•
•
•
•
•
Verifies claim against Subsidiary Ledger
Prepares DV, assigns control number and
journalize DV
Indexes payment in the Subsidiary Ledger
Director reviews supporting documents and
certifies DV
Releasing Clerk encodes DV, prepares e-copy of
the transactions
Forwards DVs to Cash Office together with the
e-copy for check preparation
PAYMENT THROUGH COMPUTERIZED
PAYROLLS – PAYROLL UPDATES/SALARY
ADJUSTMENTS
ACCOUNTING OFFICE:
• Reviews appointment and other payroll
updates received from the HRDO/Units
• Prepares data to effect inclusion of employee in
the computerized payrolls.
• Encodes payroll updates in the payroll database
• Process new tax rates and check net pay if within
the P3,000.00 limit ( come July 2012 limit of
net pay will be P5,000(GAA 2012)
• Prepares computerized monthly payroll and
forwards to Unit for appropriate action.
Prints the following:
- General payroll register
- payroll master list
- obligations summary
- payroll remittances per agency and abstract of
payroll deductions
- pay slips
- bank remittances
Prepares e-copy of bank remittances and forwards to
Cash Office for remittance:
- remittance listings
- premium master list
• prepares e-copy of GSIS, Philhealth
remittances according to their respective
software and format
• Prepares remittance lists to concerned
agencies for payroll deductions
• Prepares OBR and sends obligation summary
to Budget Office for payroll obligation
• Forwards Payroll and Pay-slips to the Units for
review, verification and approval
Units to inform Accounting Office if there were discrepancies
in the payroll and for employees who were AWOL,
retired, etc.
DOCUMENTARY
REQUIREMENTS
IN THE
PROCESSING OF
PS CLAIMS
PERSONAL SERVICES
• REAPPOINTMENT/RECLASSIFICATION
 Appointment (certified photocopy)
 Report for Duty
 Certificate of Service/DTR
 Employee Number
 Bank Account Number
Duly approved Obligation request (OBR) or
Budget Utilization Request (BUS)
Philhealth Number
Pag-ibig Number
GSIS BP Number
SALARY DIFFERENTIAL
Promotion – Certified Photocopy of Appointment
and Report for Duty Duly approved
Obligation Request(OBR)\Budget Utilization
Request (BUR)
Step Increase – Certified photocopy of
Appointment, Duly approved Obligation
Request(OBR)\Budget Utilization Request
(BUR)
PROFESSORIAL CHAIR/FACULTY GRANT
• HRDO endorsement
• Release of Funds from UPFI
RATA AND HONORARIA
• Certified photocopy of Appointment
• Report for Duty
• Certificate of Service
• Duly approved Obligation Request (OBR)/
Budget Utilization Request (BUR)
RETIREMENT GRATUITY AND TERMINAL LEAVE
 Original copy of approved Retirement
Gratuity/Approved Terminal Leave
GSIS/OMBUDSMAN and Fiscal Clearance
University Clearance
Statement of Assets and Liabilities
Latest appointment
Service record
Duly approved Obligation Request/Budget
Utilization Request (BUS)
DBM Cash Release (for Terminal Leave)
Summary of Leave of Credits (HRDO
Chancellor’s approval
OVERLOAD HONORARIA
Duly approved Obligation Request
(OBR)/Budget Utilization Request (BUR)
Duly approved documentations from OVCAA
Certification of Grades Submitted
OVERTIME SERVICES
Duly approved Obligation Request
(OBR)/Budget Utilization Request (BUR)
Certificate of Service/DTR
Authority/Approval to Pay Overtime Services
TRANSFER FROM OTHER GOVERNMENT AGENCY
Certified photocopy of Appointment
Certificate of Last Salary Received
Certificate of Income and other Benefits
received from previous employer
BIR Forms 2316
Bank Account Number
Report for Duty
Philhealth Number
GSIS BP Number
Pag-ibig Number
BIR Form 2305
Mandatory Deductions From the Monthly Payroll
Rates of all mandatory deductions:
GSIS
EMPLOYEE SHARE
GOVERNMENT SHARE
9% of monthly gross
12%
PAG-IBIG
100 pesos per month
100 pesos per month
PHILHEALTH
depends on the
monthly salary
depending on the tax
bracket
depends on the
monthly salary
Tax
none
WITHHOLDING TAX DOCUMENTARY
REQUIREMENTS
For New Employees without previous employment
BIR Form 1902 – Application for Registration
BIR Form 2305 – Certificate of Update of Exemption
and of Employer’s and Employee’s information
Certification that the person has not been previously
employed
For New Employees with previous employment
BIR Form 2305 – Certificate of Update of
Exemption
and of Employer’s and Employee’s information
BIR Form 2316 – Employer’s Certificate of Compensation
Payment/Tax Withheld
Computation of Withholding Tax Due
Taxable income
Not over 10,000
Over 10,000 but not over
30,000
Over 30,000 but not over
70,000
Over 70,000 but not over
140,000
Over 140,000 but not over
250,000
Over 250,000 but not over
500,000
Over
500,000
Tax Due
none
500 + 10% of the excess over
10,000
2,500 + 15% of the excess over
30,000
8,500 + 20% of the excess over
70,000
22,500 + 25% of the excess over
140,000
50,000 + 30% of the excess over
250,000
125,000 + 32% of the excess over
500,000
Reminders:
Inform in advance the Accounting Office regarding the
following;
• All personnel who are on LWOP, Secondment AWOL, etc.
• Faculties/OICs who are about to end the contract
• Faculties whose renewal papers are in process
• Changes in the status of employment of personnel.
Review Monthly Payroll.
Immediate return of the Monthly Payroll signed by the Head
of unit/College/Office. The release of the current month’s
payroll is dependent upon the submission of the previous
payroll.
Late completion of documentary requirements causes delay
in the processing of the DV.
In Preparing the Disbursement Voucher for payments
chargeable to PS, MOOE and CO
•
•
•
•
•
•
•
•
•
Please leave space for the computation of tax and net pay
Please allocate space for the journalization of transactions.
Prepare DV by Bank Account.
Please indicate Bank Name opposite the Payee’s name.
Prepare the DVs in triplicate.
Please make sure that the font used was readable.
Please limit number of payees to 8.
Summarize expenses by expenses classification.
Arrange documents according to the summary made.
End of Presentation
FLOW OF DOCUMENTS
And
DOCUMENTARY
REQUIREMENTS FOR
PAYMENT OF PURCHASES
FUNDED FROM
MOOE, CO
MS. ARLENE ROMERO
Head – Pre-Audit Section
CODING AND PRE-AUDIT SECTION
• Verifies and examines DVs and its supporting documents
received from different units and colleges for the payment of
claims funded from MOOE and Capital/Equipment Outlays
as to compliance with existing laws, regulation and
procedures prescribed by the government and its
instrumentalities.
• Receives, process and control Requisition and Issue Slip (RIS),
Purchase Requests and Purchase Orders.
• Journalization of transaction in accordance with the New
Government Accounting System (NGAS) prescribed by the
Commission on Audit and the University.
• Reviews, verifies and journalizes liquidation of Financial
Assistance, accounts receivable due to employees and officials
and their supporting documents.
• Maintains and control the Accounts Payable Ledger of the
University.
• Maintains and control payments to contractors.
• Encodes individual employees net pay per Disbursement
Vouchers for credit to the individual payroll bank accounts.
REIMBURSEMENT/PROCUREMENT
1) -NEED
2) Manner of
Payment?
• Reimbursement?
• Pay directly the supplier
through the Disbursement
Voucher System?
3. Request SPMO inspection if the item is
equipment costing P5,000 and above
otherwise unit inspection
4. If the items purchased is;
4.1 - an asset (tangible assets) costing P2,000 and
above, prepare Acknowledgement Receipt of
Equipment (ARE) and submit to SPMO
4.2 - A Semi-expendable asset costing P1,000 and
above but less than P2,000 with an economic life of
one to five years, prepare Inventory Custodial
Slip (ICS)
4.3 - If the items purchased are supplies costing
P1,000 and above, prepare Stock Position Sheet
(SPS)
5. Prepare Obligation Request(OBR) or Budget
Utilization Request (BUR) depending upon
the source of fund
6. Prepare Disbursement Voucher for payment,
have it signed based on the rules on DV
signatories.
7. Forward DV to Budget Office (for budgetary
and Income-Fed accounts) or to the
Accounting Office (Trust Account) for processing
Signatories
on the
Disbursement Voucher
Signatories on the Disbursement Voucher
General Rule
No two signatories should appear on the DV
•
The payee must be different from
the signatories on Boxes A and C
•
Signatory on Box A must be
Different from the signatory on
Box C
Signatories on DV
Payment of claims not exceeding P20,000
Box A - Maybe the Administrative Office, Project Leader,
Administrative Assistant/Officer, Secretary or any
responsible staff different from the signing authority
on Box C.
Box C - Dean, Director or Head of Unit.
Officers-in-Charge are authorized to approve on Box C for
amounts not exceeding P5,000 only.
Over P5,000, Box A of the DV shall be signed by the OIC
and Box C shall be signed by superior
and countersigned by the VCA.
Signatories on DV
Payment of claims exceeding P20,000
Box A - Dean, Director, Head of Unit
or Officer-in-Charge
Box C - Vice-Chancellor for Administration/
Chancellor
General Rule:
Per BIR Revenue Regulation –
All payments are
subject
to the corresponding Tax or VAT.
It shall be withheld by the
Withholding Tax Agent (UP) and
shall be remitted to BIR.
If the supplier is VAT/TAX exempt as
evidenced by BIR issued
certification, no taxes shall be
withheld.
If the transaction transpired outside of
the Philippines, no taxes shall be
withheld.
VAT and
Withholding
Tax Rates
For Procurement of Goods
VAT
Rate
Expanded
Withholding Tax
Rate
Vatable Supplier
5%
1%
Non-Vatable
Supplier
3%
1%
Tax Exempt
Supplier
0%
0%
For Procurement of Services
VAT
Rate
Expanded
Withholding Tax
Rate
Vatable Supplier
5%
2%
Non-Vatable
Supplier
3%
2%
Tax Exempt
Supplier
0%
0%
PAYMENT TO
SUPPLIER FOR
ITEM/S PURCHASED
ACCOUNTING OFFICE:
• Receiving Clerk encodes DV and assigns DV Number
1. Payee
2. Nature of payment
3. Gross Amount
4. Period covered
• Verify completeness of documentary requirements
and proper authorization
• Summarize and classify expenses as to salary,
honorarium, etc. and summarize by expense account
provided for in NGAS
• Evaluate transaction/supplier and effect applicable tax
• Journalize transactions on the DV
• Certify cash availability and consistency with the purpose of
the fund
• Prepare creditable withholding tax and VAT certificates in 6
copies per DV
• Director reviews supporting documents and certifies DV
• Releasing Clerk encodes and matches DV with encoded
database , prepares e-copy of the transactions and forwards
DVs together with the e-copy of the transactions to the Cash
Office for the preparation of check/RADA for payment.
PROCEDURES
FOR PURCHASES
REQUIRING
BIDDING/ ALTERNATIVE
METHODS
OF PROCUREMENT
COLLEGE/ UNIT:
a. Get canvass.
b. Prepares and signs Purchase Request (PR)
c. Forwards PR and canvass to Budget Office for funding (if
charged to budgetary and income-fed account) or to
Accounting Office (if charged to Trust Account)
ACCOUNTING OFFICE
a. Receives and records PR
b. Assigns Control number
c. Verify expense as to availability of funds and consistency
with the purpose of the fund (Trust Accounts)
d. Releasing clerk indexes and releases PR to Unit for
submission to SPMO.
Documentary Requirements for the Payment of
Claims from Suppliers 10,000 and below
 Original
Invoice
 Purchase Request
 Purchase Order (unit level)
 Inspection and Acceptance Report
 Source of
Fund
 Pre-repair inspection for repairs
 Report of
waste materials duly received by SPMO-repairs
 Stock Position Sheet for consumables P1,000 and above
 Are for equipment or ICS
for supplies
Certification from SPMO that the item/s are
available at SPMO/PS and the item/s
included in APP
not
are
Above 10,000.00 up to 50,000
 Original Invoice
 Three (3) Canvass of prices
 Purchase request
 Purchase Order (unit level)
 Inspection and Acceptance Report
 OBR/BUR/Source of Fund
 Pre-repair inspection for repairs
 Report of waste materials duly received by SPMO
 Stock Position Sheet for consumables P1,000 and above
 ARE for equipments or ICS for supplies
 Certification from SPMO that the item/s are not available
at SPMO/PS and the item/s are included in APP
Above 50,000.00 up to 500,000 classified as
“Small Value”
 Original Invoice
 BAC Approved Resolution and Posting
 Purchase Request
 Purchase Order (SPMO)
 Inspection and Acceptance report (SPMO)
 OBR/BUR/Source of Fund
 Pre-repair inspection - for repairs
 Report of waste materials duly received
by SPMO – for repairs
 Stock Position Sheet for consumables
P1,000 and above
ARE for equipment or ICS for supplies
 Annual Procurement Plan
Above 50,000.00 not classified as ordinary and
regular office supplies and equipment
 Original Invoice
 Bidding Documents
 Purchase Request
 Purchase Order (SPMO/VCA/Chancellor)
 Inspection and Acceptance Report (SPMO)
 OBR/BUR/source of Fund
 Pre-repair inspection - for repairs
 Report of waste materials duly received by
SPMO – for repairs
 Stock Position on Sheet for consumables
P1,000 and above
 ARE for equipment or ICS for supplies
Annual Procurement Plan
Submission of Purchase Order to the
Commission on Audit
COA Circular No. 87-278 & COA Memorandum 2005-027;
“3.2 Purchase Order
3.2.1 A copy of any purchase order irrespective of amount,
and each and every supporting documents, shall, within five (5)
working days from issuance thereof, be submitted to the Auditor
concerned. …..”
------“4.0 Penalty Clause
4.1 Any unjustified failure of the officials and employees
concerned to comply with the requirements herein imposed shall
subject the administrative disciplinary action provided for in
PD 1445; ………….”
Documentary Requirements for
Travel Cash Advance
Local Travel – computation of per diem subject to
EO 298
• Travel Order
• Proposed Itinerary of Travel
• Promissory Note
Foreign Travel – per diem subject to EO 298
•
•
•
•
Travel Order endorsed to DFA and DOT by the Chancellor
Approved Request to Travel by the funding agency
Proposed Itinerary of Travel
Promissory Note, if with clothing allow, certification that
no clothing allowance has been claimed during the next
preceding 24 months
Liquidation of Travel Cash Advance
•
•
•
•
•
•
•
Travel Order
Actual Itinerary of Travel
Boarding Pass/Terminal Fee
Stub/Official Receipt of Registration Fee, etc.
Certificate of Travel Completed
Certificate of Appearance
Report on trip undertaken
Documentary Requirements
Gasoline, Oil and Lubricants
• Trip Ticket
• Certification from the Unit head that gasoline was
consumed for official purpose
Communication (Landline Phone, Mobile Phone)
• Official Receipt
• Statement of Account
• Certification that calls were made for official purpose
Professional/Services of Non-UP Contractual
• Copy of the notarized, duly funded and duly processed by
HRDO
• Certificate of Service rendered/DTR
Incomplete Documentations Attached to the DV
Causes Delays in the Processing
End of Presentation
PROCESSING OF PAYMENTS
THROUGH THE
DEPARTMENT OF BUDGET
AND MANAGEMENT
• CONTROL AND MONITORING
OF TRUST ACCOUNTS
Ms. Josephine G. Batislaong
Head – Bookkeeping Section
PROCESSING OF
PAYMENT THROUGH
THE DEPARTMENT OF
BUDGET AND
MANAGEMENT
ACCOUNTING OFFICE:
• Receiving Clerk encodes DV and assigns DV Number
1. Payee
2. Nature of payment
3. Gross Amount
4. Period covered
• Verifies completeness of documentary requirements
and proper authorization
• Summarize and classify expenses as to salary,
honorarium, etc. and summarize by expense account
provided for in NGAS
• Evaluate transaction/supplier and effect applicable tax
• Journalize transactions on the DV
• Certify cash availability and consistency with the purpose of
the fund
• Prepare creditable withholding tax and VAT certificates in 6
copies per DV
• Director reviews supporting documents and certifies DV
• Prepare List of Due and Demandable Accounts Payable
(LDDAP) in duplicate
• SPMO/OCA Director signs and certifies LDDAP as to veracity
and accuracy of the transactions
• Vice-Chancellor for Administration signs LDDAP and endorses
the same to the Chancellor for signature
• Chancellor signs LDDAP and forwards LDDAP to UPDAO
• ACCOUTING OFFICE:
a. Receives, records and encodes LDDAP
b. Forwards LDDAP to UP System- Accounting Office
for submission to the UP System-Budget Office,
for endorsement to the President and for
submission to DBM
RECORDING OF PAYMENTS
MADE BY THE DEPARTMENT
OF BUDGET AND
MANAGEMENT TO THE
INDIVIDUAL CREDITOR’S
BANK ACCOUNT
BOOKKEEPING SECTION of the UPD Accounting Office:
• Receives from the UP System a copy of the List of DBM
Releases to Suppliers Bank Account
• Inform suppliers of the cash releases made by DBM to the
individual bank account
• Request Official Receipt(OR) from suppliers for the cash
released to them
• Attached OR to the DV
• Prepare Report of List of Due and Demandable Accounts
Payable
• Record Report in the Books of the University
MONITORING
AND CONTROL
OF TRUST
ACCOUNTS
BOOKKEEPING SECTION - UPDAO:
• Verifies duly audited/processed DV against Trust
Accounts database for availability of funds and
consistency with the purpose of the creation of the fund
• Summarize and classifies expense
• Updates Trust Accounts database based on the DV
received and processed. Encodes;
1. Payee
2. Nature of payment and Trust Acount
3. Gross Amount
4. Period covered
• Certifies, prepares Tax certificates, encodes and forwards
DV to the Cash Office for payment
• Prepares Quarterly Status of Funds for Trust Accounts
• Verifies and reconciles entries with the Unit
representatives on entries in the Trust Account
Ledger
• Updates Trust Accounts based on reconciling items
• Chief Accountant/Director certifies Interim Financial
Reports/Final Financial Reports for submission to COA
and to the granting agency.
End of Presentation