UP DILIMAN CASH OFFICE
Payment for Salaries, Capital Outlay,
purchases of goods and services -- these
transactions are all consummated upon
payment in the Cash Office.
The University settles its financial obligations
under the following mode of payments:
•Cash
is used to pay for
short term loan of students
and reimbursement of official
expenses for amounts
P5,000.00 and below
chargeable against MOE. No
cash payment is issued to
suppliers of goods and
services.
–
All claims of payment to UP Employees such
as reimbursements, short term loans, etc. must
be supported by appropriate documentation
- inspection report;
official receipts; Waste Material Report (if
needed); ARE (Acknowledgement Receipt Equipment)
• Travel – Travel Order, Itinerary of Travel, tickets,
official receipts, Certificate of Travel Completed
and Certificate of Appearance.
* Reimbursement of Supplies
* Short Term Loan of Students – Duly approved application
Form; Form 5; original and photocopy of student
identification card.
The University granted the
Deans and Directors
authority to approve disbursements up to
P20,000.00
The appointment of an
Officer-in-Charge
must be specific that gives authority for the OIC to approve
disbursement vouchers for P 5,000.00 and below.
RADA – Request an Authority to
Debit Account
Regular salaries, honoraria and other
benefits are paid to faculties, staff
and scholars through remittance to
their bank accounts maintained with
the authorized government
depository banks namely:
Development Bank of the Philippines
(DBP), Landbank of the Philippines
(LBP) and Philippine Veterans Bank
(PVB).
RADA – Request an Authority to Debit Account
Regular salaries, honoraria
and other benefits are
paid to faculty, staff and
scholars through
remittance to their bank
accounts maintained with
the authorized
government depository
banks namely:
Development Bank of the
Philippines (DBP),
Landbank of the
Philippines (LBP) and
Philippine Veterans Bank
(PVB).
Services should have been rendered
- for faculties and research employees - duly
signed and certified Certificate of Service
- for administrative employees - daily time
record must be attached
* In computation of what is due to employees only
changes made by authorized personnel must
be
done to avoid erroneous payment.
* Disbursement Voucher (DV) should have the
approval
by proper authority on boxes A, B,C.
* Employee should maintain only one bank account
for
payment of salaries and other benefits, Cash Office
should be notified/informed
immediately of any
changes in their bank
accounts for updating our
database.
* Classification of payee per bank by the unit in the
preparation of DV.
*
Collection of Income- The university derives
its income from the following sources:
A. Tuition of students
B. Sales of goods and services
C. Operation of physical facilities
D. Extension services
E. Interest Earnings from
Investment
There are four mandatory rules
governing the collection of cash:
• Official receipt must be issued immediately to
acknowledge payment or deposit received.
• Collection of an SCO must be deposited intact
to the Cash Office as soon as amount
collected reaches five hundred pesos
(Php500.00) on the following day. Cash Office
deposits its collection daily to a specific bank
account maintained at DBP.
• Collection must never be used for
encashment of personal check.
• Collection must never be used for
payment of expenditures, no matter
how urgent the expenditure is or
even upon the order of a superior.
Check is used to pay for all
1
2
3
4
services and purchases of the following:
Salaries and other benefits;
Supplies and materials;
Equipment and infrastructure projects;
Research Projects (internal and
commissioned)
Cash Office issues checks on the basis of
duly processed disbursement
vouchers.
Check
is used to pay for salaries and other
benefits, purchases of supplies and
materials, equipment and
construction regardless of the
amount. Cash Office issues checks
on the basis of duly processed
disbursement vouchers.
Check is also used to pay the ff:
• Part time employees such as professorial lecturers, graduate
and student assistants who are not maintaining bank
accounts with any of the three banks (LBP, DBP and PVB).
• Other Claims/payments that have no fixed or variable
amounts such as overload pay, allowances, stipends,
honoraria. Cash or Travel Advances.
Requirement in the release of individual check:
2 valid Identification Cards
Note: Banking services such as encashment of checks not more than P20th
issued by the University can be done at the Cash Office every Tuesdays,
Thursdays and Fridays 11-12A.M. A DBP Teller will be available on the stated
days.
Replacement of Stale/Lost Checks
Requirements:
A. Stale Checks
1. Letter request for check replacement or
filled up standard form available and provided
by the UPD Cash Office
2.
Replacement fee of P 50.00 (O.R. to be
attached to the DV)
B. Lost Checks (in addition to requirements 1 and 2)
3. Payee must present a copy of the payees request
to Stop Payment.
4. Certification from the bank that the lost check
was not negotiated
5. Affidavit of Loss
Sample of individual check
(amount below P10,000.01)
•
•
IIC HON JAN, 2012
MA. BERNARDITA M. DACOCO
9 Feb. 2012
1,965.00
ONE THOUSAND NINE HUNDRED SIXTY FIVE PESOS ONLY
LEONILA T. BALASBAS ALBERTO E. ARCIAGA
•
Acting Director, UPDCO
Sample of supplier check
(amount below P200,000.01)
COMPUCARE CENTER
18 Jan. 2012
180,880.88
ONE HUNDRED EIGTHY THOUSAND EIGHT HUNDRED EIGHTY PESOS AND 88/100 ONLY
LEONILA T. BALASBAS
•
VIRGINIA C. YAP
Acting Director, UPDCO VC for Administration
Sample of company check
(amount above P200,000.00)
GOVERNMENT SERVICE INSURANCE SYSTEM 18 Jan. 2012
12,123,456.78
TWELVE MILLION ONE HUNDRED TWENTY THREE THOUSAND FOUR HUNDRED FIFTY SIX PESOS
AND 78/100 ONLY
ARSENIO R. PAGADOR, Jr. VIRGINIA C. YAP
•
Acting Director, UPDBO VC for Administration
Requirements in the releasing
of check to suppliers:
• SEC registration (beginning of each calendar
year)
• Business permit issued by DTI or Local Gov’t.
(single proprietorship)
• Authorization Letter only to receive check
• Company Identification Card (I.D.) of
authorizing person
• Company I.D. of the authorized collector
• Official Receipt
Payment of Cash on Delivery
(COD) to suppliers
The University limits payment of COD to
government agencies such as:
Procurement Service
Development of Bank of the Philippines
Bureau of Treasury
National Printing Office, etc.
Compliance of documents (i.e. invoice, inspection
report and official receipts) should be submitted
not later than 30 days upon release of check.
All payments of University obligations are
subject to the following:
• No money shall be paid except in pursuance of
an appropriation law (approved budget)
• Government funds must be spent solely for
public purposes.
• Financial responsibilities shall, in the greatest
extent, be shared by all those exercising
authority over financial matters, transactions
and operations.
• In case of COA disallowance of payment, the accountability
is shared equally by the signing / approving authorities.
The payee is primarily liable of the disallowance and the
signatories who made possible the disallowed payments
are secondarily liable.
• Claims shall be supported by complete required
documentation
• Disbursements shall bear the approval of proper
authorities.
• All government laws and regulations applicable to financial
transactions shall be observed.
COUNT YOUR CASH
BEFORE LEAVING
THANK YOU