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NEW GOVERNMENT ACCOUNTING SYSTEM FLOW OF DOCUMENTSACCOUNTING OFFICE

RE-ORIENTATION ON THE 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.MANDATEUP DILIMAN ACCOUNTING OFFICEORGANIZATION CHARTup accounting office organizational chart.docDIRECTOR IIG-26 (PSI 259)VACANTActing DirectorAccountant IVG-22 (PSI 261-2)Electronic Data Processing SectionAdministrative Officer VVacantAdministrative OfficerG-11BOOKKEEPING SECTIONAccountant IVG-22PRE-AUDIT SECTIONAccountant IIIG-19TAX AND RECONCILATION SECTIONAccountant IVG-22PAYROLL SECTIONAccountant IVG-22PUBLIC ASSISTANCE AND RECORDS MANGEMENT SECTIONVACANTAdministrative OfficerG-15Accountant IIG-16Accountant IIG-I6Accountant IIIG-19Accountant IIG-16Administrative OfficerG-11Administrative OfficerG-15Administrative OfficerG-11DemoG-11Administrative Asst. IIG-8Accountant IIIG-19Accountant IIIG-19Utility Worker IIG-3Administrative Asst. IIG-8Storekeeper IG-4Administrative Aide VIVacantAdministrative Officer IIVacantAdministrative Asst. IIVacantAccountant IIVacantAdministrative OfficerVacantAccountant IIVacantAdministrative Asst. IIVacantUP Contractual-Administrative Asst. IIVacantAccountant IIIVacantComputer ProgrammerVacantAccountant IIG-16Administrative Officer IIVacantCOMPUTER PROGRAMMER IIG-18Electrician IIG-6Administrative Asst. IIG-8Administrative Aide VIVacantAdministrative OfficerG-15Administrative Asst. IIG-11Administrative OfficerG-15Administrative OfficerG-15Senior BookkeeperG-9DemoG-11Administrative Asst. IIG-8Driver IIG-4Administrative Aide VIVacantAdministrative Officer VVacant 200520062007200820092010Disbursement Vouchers ProcessedMOOE\CO\PS82,70792,472102,908105,436139,424157,124Payroll updates encoded in the Payroll File6,2106,1606,1806,0907,0607,120Withholding Tax Transactions and Doc processed119,261128,809145,657150,660185,590202,464Remittances of Payroll Deductions2,0332,0402,0342,0462,0532,058Financial Reports Prepared and submitted262,160278,765265,172255,352261,046268,951Volume of Transactions ProcessedFLOW OF DOCUMENTS Personal ServicesMOOE/COTax MattersPayments Through DBMMonitoring and Control of Trust AccountsPersonal ServicesFIRST SALARY OF REGULAR EMPLOYEELECTURERS, STUDENTS AND GRADUATE ASSISTANTS, HONORARIA AND OTHER PAYMENT FOR PERSONAL SERVICESOVERTIME SERVICESOVERLOAD HONORARIARETIREMENT GRATUITY AND TERMINAL BENEFITSPAYMENT FOR UNCLAIMED/STALE CHECKS FOR SALARY, HONORARIA, ALLOWANCE , STIPEND, ETC.PAYMENT THROUGH COMPUTERIZED PAYROLLS PAYROLL UPDATES/SALARY ADJUSTMENTSREMITTANCE TO CONCERNED AGENCIES FOR AMOUNTS DEDUCTED FROM THE GENERAL PAYROLLDOCUMENTARY REQUIREMENTSMOOE and COFLOW OF DOCUMENTS DOCUMENTARY REQUIREMENTS IN THE PROCESSING OF CLAIMSREIMBURSEMENT/PROCUREMENTVAT and WITHHOLDING TAX RATESSIGNATORIES ON DVPAYMENT TO SUPPLIER FOR ITEM/S PURCHASEDPROCESSING OF PAYMENTS THROUGH THE DEPARTMENT OF BUDGET AND MANAGEMENTCONTROL AND MONITORING OF TRUST ACCOUNTSPERSONAL SERVICES AND TAX MATTERSMS. CECILIA J. MORALESHead Payroll and Tax SectionFunction 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.

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 SectionPROCEDURES OF PAYMENT

FOR THE FIRST SALARY OF

REGULAR EMPLOYEEReceives 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

14Processing 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 employerEffects of Incomplete Requirements/ DocumentationPhilHealth premiums remained unposted. Thus, Philhealth benefits during confinement cannot beavailed of by ALL EMPLOYEES including thosewith Philhealth numbers.Pag-Ibig benefits cannot be granted to employeeswithout Pag-ibig NumberGSIS Premium remittances remained unpostedDelay 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 numberPAYMENT FOR LECTURERS, STUDENTS AND GRADUATE ASSISTANTS, HONORARIA AND OTHER PAYMENT FOR PERSONAL SERVICESCOLLEGE/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 DVReleasing

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.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

HONORARIAOFFICE 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 GRATUITYPAYROLL 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 fundingProcessing of payment at the Accounting Office follows same procedures in the Payment of Personal Services PAYMENT

OF

TERMINAL/FACULTYSICK LEAVEPAYROLL 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 fundingProcessing 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:

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 processingACCOUNTING OFFICE :

Verifies claim against Subsidiary LedgerPrepares DV, assigns control number and journalize DV Indexes payment in the Subsidiary Ledger Director reviews supporting documents and certifies DVReleasing Clerk encodes DV, prepares e-copy of the transactions Forwards DVs to Cash Office together with the e-copy for check preparation

40PAYMENT THROUGH COMPUTERIZED PAYROLLS PAYROLL UPDATES/SALARY ADJUSTMENTSACCOUNTING 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 listprepares e-copy of GSIS, Philhealth remittances according to their respective software and formatPrepares remittance lists to concerned agencies for payroll deductionsPrepares OBR and sends obligation summary to Budget Office for payroll obligationForwards Payroll and Pay-slips to the Units for review, verification and approvalUnits 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 CLAIMSPERSONAL SERVICES REAPPOINTMENT/RECLASSIFICATION Appointment (certified photocopy) Report for Duty Certificate of Service/DTR Employee Number Bank Account NumberDuly approved Obligation request (OBR) or Budget Utilization Request (BUS)Philhealth NumberPag-ibig NumberGSIS BP Number45Step Increase Certified photocopy of Appointment, Duly approved Obligation Request(OBR)\Budget Utilization Request(BUR)SALARY DIFFERENTIALPromotion Certified Photocopy of Appointment and Report for Duty Duly approved Obligation Request(OBR)\Budget Utilization Request (BUR)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)RETIREMENT GRATUITY AND TERMINAL LEAVEService record Original copy of approved Retirement Gratuity/Approved Terminal LeaveUniversity ClearanceGSIS/OMBUDSMAN and Fiscal ClearanceStatement of Assets and LiabilitiesLatest appointmentDuly approved Obligation Request/Budget Utilization Request (BUS)DBM Cash Release (for Terminal Leave)Chancellors approvalSummary of Leave of Credits (HRDOOVERLOAD HONORARIADuly approved Obligation Request (OBR)/Budget Utilization Request (BUR)Duly approved documentations from OVCAACertification of Grades SubmittedOVERTIME SERVICESDuly approved Obligation Request (OBR)/Budget Utilization Request (BUR)Certificate of Service/DTRAuthority/Approval to Pay Overtime ServicesTRANSFER FROM OTHER GOVERNMENT AGENCYCertified photocopy of AppointmentCertificate of Income and other Benefits received from previous employerReport for DutyPhilhealth NumberGSIS BP NumberBank Account NumberBIR Forms 2316Certificate of Last Salary ReceivedPag-ibig NumberBIR Form 2305Mandatory Deductions From the Monthly PayrollRates of all mandatory deductions:EMPLOYEE SHAREGOVERNMENT SHAREGSIS9% of monthly gross12%PAG-IBIG100 pesos per month100 pesos per monthPHILHEALTH

depends on the monthly salary depends on the monthly salary Tax

depending on the tax bracketnoneBIR Form 2316 Employers Certificate of Compensation Payment/Tax WithheldWITHHOLDING TAX DOCUMENTARY REQUIREMENTSFor New Employees without previous employmentBIR Form 1902 Application for RegistrationBIR Form 2305 Certificate of Update of Exemption and of Employers and Employees informationCertification that the person has not been previously employedFor New Employees with previous employment BIR Form 2305 Certificate of Update of Exemption and of Employers and Employees information52Computation of Withholding Tax Due Taxable incomeTax Due Not over 10,000noneOver 10,000 but not over 30,000500 + 10% of the excess over 10,000Over 30,000 but not over 70,0002,500 + 15% of the excess over 30,000Over 70,000 but not over 140,0008,500 + 20% of the excess over 70,000Over 140,000 but not over 250,00022,500 + 25% of the excess over 140,000Over 250,000 but not over 500,00050,000 + 30% of the excess over 250,000Over 500,000125,000 + 32% of the excess over 500,000Reminders: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 contractFaculties whose renewal papers are in processChanges in the status of employment of personnel.

Review Monthly Payroll.

Immediate return of the Monthly Payroll signed by the Headof 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 delayin the processing of the DV.In Preparing the Disbursement Voucher for paymentschargeable to PS, MOOE and COPlease leave space for the computation of tax and net payPlease 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.

Thank you !End of PresentationFLOW OF DOCUMENTSAndDOCUMENTARY REQUIREMENTS FOR PAYMENT OF PURCHASES FUNDED FROMMOOE, COMS. ARLENE ROMEROHead Pre-Audit SectionCODING AND PRE-AUDIT SECTIONVerifies 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 theUniversity.Maintains and control payments to contractors.Encodes individual employees net pay per Disbursement Vouchers for credit to the individual payroll bank accounts.

REIMBURSEMENT/PROCUREMENT1) -NEED

2) Manner of Payment?Reimbursement?Pay directly the supplier through the Disbursement Voucher System?61 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 inspection4. 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)Prepare Obligation Request(OBR) or Budget Utilization Request (BUR) depending upon the source of fund7. Forward DV to Budget Office (for budgetary and Income-Fed accounts) or to the Accounting Office (Trust Account) for processing6. Prepare Disbursement Voucher for payment, have it signed based on the rules on DV signatories.Signatories on the Disbursement Voucher

Signatories on the Disbursement VoucherSignatory on Box A must beDifferent from the signatory on Box CGeneral Rule No two signatories should appear on the DVThe payee must be different from the signatories on Boxes A and C66Signatories on DVPayment of claims not exceeding P20,000Box 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 superiorand countersigned by the VCA.Signatories on DVPayment of claims exceeding P20,000Box A - Dean, Director, Head of Unit or Officer-in-ChargeBox C - Vice-Chancellor for Administration/ ChancellorGeneral 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.69 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 RatesV A T RateExpanded Withholding TaxRateVatable Supplier5%1%Non-Vatable Supplier3%1%Tax Exempt Supplier0%0%V A T RateExpanded Withholding TaxRateVatable Supplier5%2%Non-Vatable Supplier3%2%Tax Exempt Supplier0%0%For Procurement of GoodsFor Procurement of ServicesPAYMENT TO SUPPLIER FOR ITEM/S PURCHASEDACCOUNTING 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 NGASEvaluate 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 PROCUREMENTCOLLEGE/ 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 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 suppliesCertification from SPMO that the item/s are not available at SPMO/PS and the item/s are included in APPAbove 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

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 repairsARE for equipment or ICS for supplies Annual Procurement PlanAbove 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 suppliesAnnual Procurement Plan81Submission of Purchase Order to the Commission on AuditCOA Circular No. 87-278 & COA Memorandum 2005-027; 3.2 Purchase Order3.2.1 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 Clause4.1 Any unjustified failure of the officials and employees concerned to comply with the requirements herein imposed shallsubject the administrative disciplinary action provided for in PD 1445; .Documentary Requirements for Travel Cash AdvanceLocal Travel computation of per diem subject to EO 298Travel OrderProposed Itinerary of TravelPromissory NoteForeign Travel per diem subject to EO 298Travel Order endorsed to DFA and DOT by the ChancellorApproved Request to Travel by the funding agencyProposed Itinerary of TravelPromissory Note, if with clothing allow, certification that no clothing allowance has been claimed during the next preceding 24 monthsLiquidation of Travel Cash AdvanceTravel OrderActual Itinerary of TravelBoarding Pass/Terminal FeeStub/Official Receipt of Registration Fee, etc.Certificate of Travel Completed Certificate of AppearanceReport on trip undertaken

Documentary Requirements Trip TicketCertification from the Unit head that gasoline was consumed for official purposeGasoline, Oil and LubricantsCommunication (Landline Phone, Mobile Phone)Official ReceiptStatement of AccountCertification that calls were made for official purposeProfessional/Services of Non-UP ContractualCopy of the notarized, duly funded and duly processed by HRDOCertificate of Service rendered/DTRIncomplete Documentations Attached to the DV Causes Delays in the Processing

Thank you !End of PresentationPROCESSING OF PAYMENTS THROUGH THE DEPARTMENT OF BUDGET AND MANAGEMENTCONTROL AND MONITORING OF TRUST ACCOUNTSMs. Josephine G. BatislaongHead Bookkeeping SectionPROCESSING OF PAYMENT THROUGH THE DEPARTMENT OF BUDGET AND MANAGEMENTACCOUNTING 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 CREDITORS BANK ACCOUNTBOOKKEEPING 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 UniversityMONITORING AND CONTROL OF TRUST ACCOUNTSBOOKKEEPING 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 coveredCertifies, 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.

Thank you !End of Presentation