Transcript of NEW GOVERNMENT ACCOUNTING SYSTEM FLOW OF DOCUMENTS ACCOUNTING OFFICE RE-ORIENTATION ON THE.
- Slide 1
- NEW GOVERNMENT ACCOUNTING SYSTEM FLOW OF DOCUMENTS ACCOUNTING
OFFICE RE-ORIENTATION ON THE
- Slide 2
- 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.
MANDATE
- Slide 3
- UP DILIMAN ACCOUNTING OFFICE ORGANIZATION CHARTup accounting
office organizational chart.doc DIRECTOR II G-26 (PSI 259) VACANT
Acting Director Accountant IV G-22 (PSI 261-2) Electronic Data
Processing Section Administrative Officer V Vacant Administrative
Officer G-11 BOOKKEEPING SECTION Accountant IV G-22 PRE-AUDIT
SECTION Accountant III G-19 TAX AND RECONCILATION SECTION
Accountant IV G-22 PAYROLL SECTION Accountant IV G-22 PUBLIC
ASSISTANCE AND RECORDS MANGEMENT SECTION VACANT Administrative
Officer G-15 Accountant II G-16 Accountant II G-I6 Accountant III
G-19 Accountant II G-16 Administrative Officer G-11 Administrative
Officer G-15 Administrative Officer G-11 Demo G-11 Administrative
Asst. II G-8 Accountant III G-19 Accountant III G-19 Utility Worker
II G-3 Administrative Asst. II G-8 Storekeeper I G-4 Administrative
Aide VI Vacant Administrative Officer II Vacant Administrative
Asst. II Vacant Accountant II Vacant Administrative Officer Vacant
Accountant II Vacant Administrative Asst. II Vacant UP Contractual-
Administrative Asst. II Vacant Accountant III Vacant Computer
Programmer Vacant Accountant II G-16 Administrative Officer II
Vacant COMPUTER PROGRAMMER II G-18 Electrician II G-6
Administrative Asst. II G-8 Administrative Aide VI Vacant
Administrative Officer G-15 Administrative Asst. II G-11
Administrative Officer G-15 Administrative Officer G-15 Senior
Bookkeeper G-9 Demo G-11 Administrative Asst. II G-8 Driver II G-4
Administrative Aide VI Vacant Administrative Officer V Vacant
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- 200520062007200820092010 Disbursement Vouchers Processed
MOOE\CO\PS 82,70792,472102,908105,436139,424157,124 Payroll updates
encoded in the Payroll File 6,2106,1606,1806,0907,0607,120
Withholding Tax Transactions and Doc processed
119,261128,809145,657150,660185,590202,464 Remittances of Payroll
Deductions2,0332,0402,0342,0462,0532,058 Financial Reports Prepared
and submitted 262,160278,765265,172255,352261,046268,951 Volume of
Transactions Processed
- Slide 5
- FLOW OF DOCUMENTS Personal Services MOOE/CO Tax Matters
Payments Through DBM Monitoring and Control of Trust Accounts
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- 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
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- 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
- Slide 8
- MOOE and CO FLOW OF DOCUMENTS DOCUMENTARY REQUIREMENTS IN THE
PROCESSING OF CLAIMS REIMBURSEMENT/PROCUREMENT VAT and WITHHOLDING
TAX RATES SIGNATORIES ON DV PAYMENT TO SUPPLIER FOR ITEM/S
PURCHASED
- Slide 9
- PROCESSING OF PAYMENTS THROUGH THE DEPARTMENT OF BUDGET AND
MANAGEMENT PROCESSING OF PAYMENTS THROUGH THE DEPARTMENT OF BUDGET
AND MANAGEMENT CONTROL AND MONITORING OF TRUST ACCOUNTS CONTROL AND
MONITORING OF TRUST ACCOUNTS
- Slide 10
- PERSONAL SERVICES AND TAX MATTERS MS. CECILIA J. MORALES Head
Payroll and Tax Section MS. CECILIA J. MORALES Head Payroll and Tax
Section
- Slide 11
- 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. 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.
- Slide 12
- 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. 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. Tax Section
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- PROCEDURES OF PAYMENT FOR THE FIRST SALARY OF REGULAR EMPLOYEE
PROCEDURES OF PAYMENT FOR THE FIRST SALARY OF REGULAR EMPLOYEE
- Slide 14
- 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
- Slide 15
- 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 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
- Slide 16
- 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.
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.
- Slide 17
- Documentary requirements for the payment of salary for newly
hired employees: 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
- Slide 18
- Effects of Incomplete Requirements/ Documentation
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- PhilHealth premiums remained unposted. Thus, Philhealth
benefits during confinement cannot be availed of by ALL EMPLOYEES
including those with Philhealth numbers. 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 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 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
- Slide 20
- PAYMENT FOR LECTURERS, STUDENTS AND GRADUATE ASSISTANTS,
HONORARIA AND OTHER PAYMENT FOR PERSONAL SERVICES
- Slide 21
- 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) 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)
- Slide 22
- 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
- Slide 23
- 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.
- Slide 24
- 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. 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.
- Slide 25
- 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)
- Slide 26
- Processing of payment at the Accounting Office follows same
procedures in the Payment of Personal Services Processing of
payment at the Accounting Office follows same procedures in the
Payment of Personal Services
- Slide 27
- PAYMENT OF OVERLOAD HONORARIA PAYMENT OF OVERLOAD
HONORARIA
- Slide 28
- 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. COLLEGE/UNIT a. Signs DV,
attached certificate of grades submitted b. Prepares OBR/BUR c.
Forwards to Budget Office for funding.
- Slide 29
- Processing of payment at the Accounting Office follows same
procedures in the Payment of Personal Services Processing of
payment at the Accounting Office follows same procedures in the
Payment of Personal Services
- Slide 30
- PAYMENT OF RETIREMENT GRATUITY
- Slide 31
- 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. 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.
- Slide 32
- 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 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
- Slide 33
- Processing of payment at the Accounting Office follows same
procedures in the Payment of Personal Services Processing of
payment at the Accounting Office follows same procedures in the
Payment of Personal Services
- Slide 34
- PAYMENT OF TERMINAL/FACULTY SICK LEAVE PAYMENT OF
TERMINAL/FACULTY SICK LEAVE
- Slide 35
- 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. 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.
- Slide 36
- 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 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
- Slide 37
- Processing of payment at the Accounting Office follows same
procedures in the Payment of Personal Services Processing of
payment at the Accounting Office follows same procedures in the
Payment of Personal Services
- Slide 38
- PAYMENT FOR UNCLAIMED CHECKS FOR SALARY, HONORARIA, ALLOWANCE,
STIPEND, ETC.
- Slide 39
- 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 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
- Slide 40
- 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
- Slide 41
- 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. 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.
- Slide 42
- 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 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
- Slide 43
- 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 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. Units to inform Accounting Office if there were
discrepancies in the payroll and for employees who were AWOL,
retired, etc.
- Slide 44
- DOCUMENTARY REQUIREMENTS IN THE PROCESSING OF PS CLAIMS
- Slide 45
- 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
- Slide 46
- Step Increase Certified photocopy of Appointment, Duly approved
Obligation Request(OBR)\Budget Utilization Request (BUR) SALARY
DIFFERENTIAL Promotion Certified Photocopy of Appointment and
Report for Duty Duly approved Obligation Request(OBR)\Budget
Utilization Request (BUR)
- Slide 47
- RATA AND HONORARIA HRDO endorsement PROFESSORIAL CHAIR/FACULTY
GRANT Release of Funds from UPFI Certified photocopy of Appointment
Report for Duty Certificate of Service Duly approved Obligation
Request (OBR)/ Budget Utilization Request (BUR)
- Slide 48
- RETIREMENT GRATUITY AND TERMINAL LEAVE Service record Original
copy of approved Retirement Gratuity/Approved Terminal Leave
University Clearance GSIS/OMBUDSMAN and Fiscal Clearance Statement
of Assets and Liabilities Latest appointment Duly approved
Obligation Request/Budget Utilization Request (BUS) DBM Cash
Release (for Terminal Leave) Chancellors approval Summary of Leave
of Credits (HRDO
- Slide 49
- 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
- Slide 50
- TRANSFER FROM OTHER GOVERNMENT AGENCY Certified photocopy of
Appointment Certificate of Income and other Benefits received from
previous employer Report for Duty Philhealth Number GSIS BP Number
Bank Account Number BIR Forms 2316 Certificate of Last Salary
Received Pag-ibig Number BIR Form 2305
- Slide 51
- Mandatory Deductions From the Monthly Payroll Rates of all
mandatory deductions: EMPLOYEE SHAREGOVERNMENT SHARE GSIS9% of
monthly gross12% PAG-IBIG100 pesos per month PHILHEALTHdepends on
the monthly salary Taxdepending on the tax bracketnone
- Slide 52
- BIR Form 2316 Employers Certificate of Compensation Payment/Tax
Withheld 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 Employers and Employees 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 Employers and Employees information
- Slide 53
- Computation of Withholding Tax Due Taxable incomeTax Due Not
over 10,000none Over 10,000 but not over 30,000 500 + 10% of the
excess over 10,000 Over 30,000 but not over 70,000 2,500 + 15% of
the excess over 30,000 Over 70,000 but not over 140,000 8,500 + 20%
of the excess over 70,000 Over 140,000 but not over 250,000 22,500
+ 25% of the excess over 140,000 Over 250,000 but not over 500,000
50,000 + 30% of the excess over 250,000 Over 500,000 125,000 + 32%
of the excess over 500,000
- Slide 54
- 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 months payroll is dependent upon the
submission of the previous payroll. Late completion of documentary
requirements causes delay in the processing of the DV. 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 months
payroll is dependent upon the submission of the previous payroll.
Late completion of documentary requirements causes delay in the
processing of the DV.
- Slide 55
- 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 Payees 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. 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 Payees 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.
- Slide 56
- End of Presentation
- Slide 57
- FLOW OF DOCUMENTS And DOCUMENTARY REQUIREMENTS FOR PAYMENT OF
PURCHASES FUNDED FROM MOOE, CO FLOW OF DOCUMENTS And DOCUMENTARY
REQUIREMENTS FOR PAYMENT OF PURCHASES FUNDED FROM MOOE, CO MS.
ARLENE ROMERO Head Pre-Audit Section
- Slide 58
- 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. 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.
- Slide 59
- 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.
- Slide 60
- REIMBURSEMENT/PROCUREMENT 1) -NEED
- Slide 61
- 2) Manner of Payment? Reimbursement? Pay directly the supplier
through the Disbursement Voucher System?
- Slide 62
- 4.3 - If the items purchased are supplies costing P1,000 and
above, prepare Stock Position Sheet (SPS) 3. Request SPMO
inspection if the item is equipment costing P5,000 and above
otherwise unit inspection 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. 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) 4.2 - 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)
- Slide 63
- 5.Prepare Obligation Request(OBR) or Budget Utilization Request
(BUR) depending upon the source of fund 5.Prepare Obligation
Request(OBR) or Budget Utilization Request (BUR) depending upon the
source of fund 7. Forward DV to Budget Office (for budgetary and
Income-Fed accounts) or to the Accounting Office (Trust Account)
for processing 7. Forward DV to Budget Office (for budgetary and
Income-Fed accounts) or to the Accounting Office (Trust Account)
for processing 6. Prepare Disbursement Voucher for payment, have it
signed based on the rules on DV signatories. 6. Prepare
Disbursement Voucher for payment, have it signed based on the rules
on DV signatories.
- Slide 64
- Signatories on the Disbursement Vouche r Signatories on the
Disbursement Vouche r
- Slide 65
- Slide 66
- Signatories on the Disbursement Voucher Signatory on Box A must
be Different from the signatory on Box C Signatory on Box A must be
Different from the signatory on Box C General Rule No two
signatories should appear on the DV The payee must be different
from the signatories on Boxes A and C The payee must be different
from the signatories on Boxes A and C
- Slide 67
- 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 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. 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.
- Slide 68
- Signatories on DV Payment of claims exceeding P20,000 Box A -
Dean, Director, Head of Unit or Officer-in-Charge Box A - Dean,
Director, Head of Unit or Officer-in-Charge Box C - Vice-Chancellor
for Administration/ Chancellor Box C - Vice-Chancellor for
Administration/ Chancellor
- Slide 69
- 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.
- Slide 70
- 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.
- Slide 71
- VAT and Withholding Tax Rates VAT and Withholding Tax
Rates
- Slide 72
- V A T Rate Expanded Withholding Tax Rate Vatable Supplier5%1%
Non-Vatable Supplier3%1% Tax Exempt Supplier0% V A T Rate Expanded
Withholding Tax Rate Vatable Supplier5%2% Non-Vatable Supplier3%2%
Tax Exempt Supplier0% For Procurement of Goods For Procurement of
Services
- Slide 73
- PAYMENT TO SUPPLIER FOR ITEM/S PURCHASED
- Slide 74
- 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
- Slide 75
- 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.
- Slide 76
- PROCEDURES FOR PURCHASES REQUIRING BIDDING/ ALTERNATIVE METHODS
OF PROCUREMENT
- Slide 77
- 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) 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. 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.
- Slide 78
- 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 Stock Position Sheet for consumables P1,000 and above
Report of waste materials duly received by SPMO-repairs Pre-repair
inspection for repairs 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
- Slide 79
- Above 10,000.00 up to 50,000 Original Invoice Three (3) Canvass
of prices Purchase request Purchase Order (unit level)
OBR/BUR/Source of Fund Inspection and Acceptance Report 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
- Slide 80
- Above 50,000.00 up to 500,000 classified as Small Value
Original Invoice BAC Approved Resolution and Posting Purchase
Request Purchase Order (SPMO) Pre-repair inspection - for repairs
OBR/BUR/Source of Fund Inspection and Acceptance report (SPMO)
Stock Position Sheet for consumables P1,000 and above Report of
waste materials duly received by SPMO for repairs ARE for equipment
or ICS for supplies Annual Procurement Plan
- Slide 81
- 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) OBR/BUR/source of Fund
Inspection and Acceptance Report (SPMO) 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
- Slide 82
- 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; . 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; .
- Slide 83
- Documentary Requirements for Travel Cash Advance Local Travel
computation of per diem subject to EO 298 Travel Order Proposed
Itinerary of Travel Promissory Note 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 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
- Slide 84
- 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 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
- Slide 85
- Slide 86
- Documentary Requirements Trip Ticket Certification from the
Unit head that gasoline was consumed for official purpose Trip
Ticket Certification from the Unit head that gasoline was consumed
for official purpose Gasoline, Oil and Lubricants Communication
(Landline Phone, Mobile Phone) Official Receipt Statement of
Account Certification that calls were made for official purpose
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 Copy of the notarized,
duly funded and duly processed by HRDO Certificate of Service
rendered/DTR
- Slide 87
- Incomplete Documentations Attached to the DV Causes Delays in
the Processing
- Slide 88
- End of Presentation
- Slide 89
- PROCESSING OF PAYMENTS THROUGH THE DEPARTMENT OF BUDGET AND
MANAGEMENT PROCESSING OF PAYMENTS THROUGH THE DEPARTMENT OF BUDGET
AND MANAGEMENT CONTROL AND MONITORING OF TRUST ACCOUNTS CONTROL AND
MONITORING OF TRUST ACCOUNTS Ms. Josephine G. Batislaong Head
Bookkeeping Section Ms. Josephine G. Batislaong Head Bookkeeping
Section
- Slide 90
- PROCESSING OF PAYMENT THROUGH THE DEPARTMENT OF BUDGET AND
MANAGEMENT
- Slide 91
- 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 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
- Slide 92
- 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 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
- Slide 93
- 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
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
- Slide 94
- RECORDING OF PAYMENTS MADE BY THE DEPARTMENT OF BUDGET AND
MANAGEMENT TO THE INDIVIDUAL CREDITORS BANK ACCOUNT
- Slide 95
- 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
- Slide 96
- MONITORING AND CONTROL OF TRUST ACCOUNTS
- Slide 97
- 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
- Slide 98
- 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.
- Slide 99
- End of Presentation