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RE-ORIENTATION ON THE. NEW GOVERNMENT ACCOUNTING SYSTEM FLOW OF DOCUMENTS. ACCOUNTING OFFICE. MANDATE. UP DILIMAN ACCOUNTING OFFICE ORGANIZATION CHART up accounting office organizational chart.doc. DIRECTOR II G-26 (PSI 259) VACANT. Electronic Data Processing Section

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    Presentation Transcript
    slide1

    RE-ORIENTATION

    ON THE

    NEW GOVERNMENT ACCOUNTING SYSTEM FLOW OF DOCUMENTS

    ACCOUNTING OFFICE

    slide3

    UP DILIMAN ACCOUNTING OFFICE

    ORGANIZATION CHARTup accounting office organizational chart.doc

    DIRECTOR II

    G-26 (PSI 259)

    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

    PAYROLL SECTION

    Accountant IV

    G-22

    TAX AND RECONCILATION

    SECTION

    Accountant IV

    G-22

    BOOKKEEPING SECTION

    Accountant IV

    G-22

    PRE-AUDIT SECTION

    Accountant III

    G-19

    PUBLIC ASSISTANCE AND RECORDS MANGEMENT SECTION

    VACANT

    Accountant III

    G-19

    Accountant II

    G-16

    Administrative Officer

    G-11

    Storekeeper I

    G-4

    Accountant III

    G-19

    Accountant III

    G-19

    Administrative Officer

    G-15

    Demo

    G-11

    UP Contractual-Administrative Asst. II

    Vacant

    Computer Programmer

    Vacant

    Accountant II

    G-I6

    Senior Bookkeeper

    G-9

    Demo

    G-11

    Accountant II

    G-16

    Administrative Officer

    Vacant

    Administrative Officer

    G-11

    Administrative Asst. II

    G-8

    Accountant II

    G-16

    Administrative Asst. II

    Vacant

    Driver II

    G-4

    Administrative Officer

    G-15

    Administrative Officer

    G-11

    Administrative Aide VI

    Vacant

    Administrative Officer

    G-15

    Administrative Asst. II

    G-8

    Administrative Asst. II

    G-11

    Administrative Officer V

    Vacant

    Utility Worker II

    G-3

    Administrative Officer

    G-15

    Administrative Officer

    G-15

    Accountant II

    Vacant

    Administrative Asst. II

    G-8

    Administrative Aide VI

    Vacant

    Accountant III

    Vacant

    Administrative Asst. II

    Vacant

    Accountant II

    Vacant

    Administrative Officer II

    Vacant

    Administrative Officer II

    Vacant

    slide5

    FLOW OF DOCUMENTS

    Personal Services

    MOOE/CO

    Tax Matters

    Payments Through DBM

    Monitoring and Control of Trust Accounts

    slide6

    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
    slide7

    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
    slide8

    FLOW OF DOCUMENTS

    MOOE and CO

    • DOCUMENTARY REQUIREMENTSIN THE PROCESSING OF CLAIMS
    • REIMBURSEMENT/PROCUREMENT
    • VAT and WITHHOLDING TAX RATES
    • SIGNATORIES ON DV
    • PAYMENT TO SUPPLIER FOR ITEM/S PURCHASED
    slide9

    PROCESSING OF PAYMENTS

    • THROUGH THE
    • DEPARTMENT OF BUDGET
    • AND MANAGEMENT
    • CONTROL AND MONITORING
    • OF TRUST ACCOUNTS
    slide10

    PERSONAL SERVICES

    AND

    TAX MATTERS

    MS. CECILIA J. MORALES

    Head – Payroll and Tax Section

    slide11

    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.
    slide12

    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.
    slide13

    PROCEDURES OF PAYMENT

    FOR THE FIRST SALARY OF

    REGULAR EMPLOYEE

    slide14

    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
    slide15

    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
    slide16

    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.

    slide17

    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
    slide19

    PhilHealth premiums remained unposted. Thus,

    • Philhealth benefits during confinement cannot be
    • availed of by ALL EMPLOYEES including those
    • with Philhealthnumbers.
    • 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
    slide20

    PAYMENT FOR LECTURERS, STUDENTS AND GRADUATE ASSISTANTS, HONORARIA AND OTHER PAYMENT FOR PERSONAL SERVICES

    slide21

    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)

    slide22

    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
    slide23

    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.

    slide24

    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.

    slide25

    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)

    slide26

    Processing of payment at the

    Accounting Office follows

    same procedures in the

    Payment of Personal Services

    slide27

    PAYMENT OF

    OVERLOAD

    HONORARIA

    slide28

    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.

    slide29

    Processing of payment at the

    Accounting Office follows

    same procedures in the

    Payment of Personal Services

    slide30

    PAYMENT

    OF

    RETIREMENT GRATUITY

    slide31

    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.

    slide32

    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

    slide33

    Processing of payment at the

    Accounting Office follows

    same procedures in the

    Payment of Personal Services

    slide34

    PAYMENT

    OF

    TERMINAL/FACULTYSICK LEAVE

    slide35

    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.

    slide36

    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

    slide37

    Processing of payment at the

    Accounting Office follows

    same procedures in the

    Payment of Personal Services

    slide39

    PAYEE:

    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

    slide40

    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
    slide41

    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.
    slide42

    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

    slide43

    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.

    slide45

    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
    slide46

    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)

    slide47

    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)
    slide48

    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
    slide49

    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
    slide50

    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
    slide52

    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

    slide54

    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.
    slide55

    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.
    slide57

    FLOW OF DOCUMENTS

    And

    DOCUMENTARY REQUIREMENTS FOR PAYMENT OF PURCHASES FUNDED FROM

    MOOE, CO

    MS. ARLENE ROMERO

    Head – Pre-Audit Section

    slide58

    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.
    slide59

    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.
    slide61

    2) Manner of Payment?

    • Reimbursement?
    • Pay directly the supplier through the Disbursement Voucher System?
    slide62

    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)

    slide63

    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

    slide64

    Signatories

    on the

    Disbursement Voucher

    slide66

    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
    slide67

    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.

    slide68

    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

    slide69

    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.

    slide70

    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.

    slide71

    VAT and

    Withholding

    Tax Rates

    slide72

    For Procurement of Goods

    For Procurement of Services

    slide74

    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
    slide75

    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.
    slide76

    PROCEDURES

    FOR PURCHASES REQUIRING

    BIDDING/ ALTERNATIVE METHODS

    OF PROCUREMENT

    slide77

    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.

    slide78

    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 not available at SPMO/PS and the item/s are included in APP
    slide79

    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
    slide80

    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
    slide81

    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
    slide82

    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; ………….”

    slide83

    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
    slide84

    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
    slide86

    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
    slide89

    PROCESSING OF PAYMENTS

    THROUGH THE

    DEPARTMENT OF BUDGET

    AND MANAGEMENT

    • CONTROL AND MONITORING
    • OF TRUST ACCOUNTS

    Ms. Josephine G. Batislaong

    Head – Bookkeeping Section

    slide91

    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
    slide92

    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
    slide93

    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
    slide94

    RECORDING OF PAYMENTS MADE BY THE DEPARTMENT OF BUDGET AND MANAGEMENT TO THE INDIVIDUAL CREDITOR’S BANK ACCOUNT

    slide95

    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
    slide96

    MONITORING

    AND CONTROL

    OF TRUST

    ACCOUNTS

    slide97

    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
    slide98

    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.