Client Service Details

MUNICIPAL ACCOUNTANT'S OFFICE

2. Processing of Disbursement Voucher for check payments

Includes payment for release of mobilization and retention money; cash advances; aid to barangay; financial assistance and reimbursements of more than P5,000.00; and any other forms of disbursement.

OFFICE OR DIVISION:

MUNICIPAL ACCOUNTANT'S OFFICE

CLASSIFICATION:

SIMPLE

TYPE OF TRANSACTION:

G2C - Government to Citizen

G2G - Government to Government

G2B - Government to Business

WHO MAY AVAIL:

ALL

CHECKLIST OF REQUIREMENTS:

WHERE TO SECURE:

For release of mobilization to contractors:

1. Letter request approved by the Municipal Mayor for the release of the mobilization. (1 original copy)

Client

2. Complete set of documents required under COA and GPPB rules. (1 original copy)

Procurement Office

For release of retention money to suppliers and contractor:

1. Letter request approved by the Municipal Mayor for the release of the retention money. (1 original copy)

Client

2. Any security in the form of cash, bank guarantee, irrevocable standby letter of credit from a commercial bank, GSIS or surety bond callable on demand, covering a period of 1 year from the date of completion. (1 original copy)

Client

3. Copy of the Certificate of Completion (1 photocopy) Project Monitoring Committee / Municipal Planning and Development Office

Project Monitoring Committee / Municipal Planning and Development Office

4. Subsidiary ledger of the unreleased retention money (1 original copy)

Municipal Accounting Office

For release of financial assistance to clients amounting to more than P5,000.00.

1. Letter Request Form (1 original copy)

Municipal Social Welfare and Development Office

2. Death certificate for burial assistance or medical certificate/prescription for medical assistance (1 photocopy)

Death Certificate – Municipal Civil Registrar’s Office; Medical Prescription - Client

3. Obligation request (2 original copies)

Municipal Budget Office4. Invoices/ Receipts for medical or burial expenses (1 photocopy)

4. Invoices/ Receipts for medical or burial expenses (1 photocopy)

Client

5. Proof of direct relationship with the sick client or the deceased (example: birth certificate, marriage contract, authorization letter), if processed by a representative, or valid authorization letter. (1 photocopy if birth certificate and marriage contract; 1 original copy if authorization letter)

Client

6. Photocopy of the ID card of the client and the authorized representative, if represented (1 photocopy)

Client

For release of reimbursements to clients:

1. Invoices/Receipts and/or other documents evidencing disbursement, if there are available, or in lieu thereof, certification executed by the official concerned that the expense sought to be reimbursed have been incurred for any of the purposes contemplated under the provisions of the GAA in relation to or by reasons of his position, in case of NGAs (1 original copy)

Client; or Appropriate LGU Departments (e.g. Motorpool for expenses related to vehicles; MISO for IT related expenses)

2. Written justification for non-compliance with the normal procurement process and the necessity of the expense, approved by the local chief executive. (1 original copy)

Client

3. Obligation Request (2 original copies)

Municipal Budget Office

4. Other supporting documents as are necessary depending on the nature of the expense charged. (1 original copy)

Client

For release of aid to barangay:

1. Notarized Memorandum of Agreement (2 original copies)

Client

2. Barangay Resolution (2 original copies)

Client

3. SB Resolution (2 original copies)

Sangguniang Bayan Office

4. Obligation Request (2 original copies)

Municipal Budget Office

5. Activity Design/Program of Works/other necessary documents, if applicable (1 original copy)

Client

For processing cash advances specifically for travels:

1. Travel order approved in accordance with Section 3 of EO No. 298 (1 original copy)

Client

2. Duly approved itinerary of travel (1 original copy)

Client

3. Official invitation or communication (1 photocopy)

Inviting Organization/Agencies

4. Breakdown of registration fee duly signed by the facilitator or representative, if applicable (1 photocopy)

Inviting Organization/Agencies

5. Copy of IDP indicating the necessity of training, if applicable (1 photocopy)

Human Resource Office

6. Certification from the Accountant that previous cash advances have been liquidated and accounted for in the books (1 original copy)

Municipal Accounting Office

7. Obligation Request (2 original copies)

Municipal Budget Office

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submits all the pertinent documents to the Municipal Accounting Office

1.1 Receives the documents submitted.

None

20 minutes

SHYNLIE GALACIO
Admin Aide VI/Utility Foreman
Municipal Accounting Office

1.2 Evaluates the completeness and correctness of documents submitted.

None

1 Day

DOMINIC O. CINCHEZ
Municipal Accountant
Municipal Accounting Office

1.3 Records and prints withholding tax certificate (if applicable)

None

15 minutes

ISACAR ESTILLORE
Senior Administrative Assistant I/Data Controller IV
Municipal Accounting Office

1.4 Prepares Disbursement voucher

None

15 minutes

ISACAR ESTILLORE
Senior Administrative Assistant I/Data Controller IV
Municipal Accounting Office

1.5 Signs the voucher for processing of the payment

None

10 minutes

DOMINIC O. CINCHEZ
Municipal Accountant
Municipal Accounting Office

1.6 Endorses the voucher to the Municipal Treasurer

None

10 minutes

SHYNLIE GALACIO
Admin Aide VI/Utility Foreman
Municipal Accounting Office

1.7 Signs the voucher for processing of the payment

None

10 minutes

ZORAIDA LOZADA
Municipal Treasurer
Municipal Treasurer's Office

1.8 Endorses the voucher to the Municipal Mayor

None

10 minutes

SARAH BINAYAO
Admin Aide VI (Utility Foreman)
Municipal Treasurer's Office

1.9 Approves the voucher for processing of the payment

None

6 hours

ROGELIO QUIÑO
Municipal Mayor or Authorized representative
Mayor's Office

1.10 Forwards the voucher to the Municipal Treasurer

None

10 minutes

MICHAEL PAURILLO
Admin Aide III
Mayor's Office

1.11 Prepares the check

None

20 minutes

SARAH BINAYAO
Admin Aide VI (Utility Foreman)
Municipal Treasurer's Office

1.12 Signs the check

None

10 minutes

ZORAIDA LOZADA
Municipal Treasurer
Municipal Treasurer's Office

1.13 Endorses the check to Municipal Mayor for signature

None

10 minutes

SARAH BINAYAO
Admin Aide VI (Utility Foreman)
Municipal Treasurer's Office

1.14 Signs the check

None

1 day

ROGELIO QUIÑO
Municipal Mayor or Authorized representative
Mayor's Office

1.15 Forwards the voucher and attachments to the Municipal Accountant

None

10 minutes

MICHAEL PAURILLO
Admin Aide III
Mayor's Office

1.16 Prepares the check advice

None

15 minutes

SHYNLIE GALACIO
Admin Aide VI/Utility Foreman
Municipal Accounting Office

1.17 Prepares Journal Entry Voucher

None

15 minutes

JOHN RYAN LOMPON/ RUSSEL ROSALES/ MARK GIL PACOT/
Accountant II/ Admin Aide VI/ Admin Aide VI/Utility Foreman
Municipal Accounting Office

1.18 Signs the check advice and the journal voucher

None

10 minutes

DOMINIC O. CINCHEZ
Municipal Accountant
Municipal Accounting Office

1.19 Forwards the check and all pertinent attachments to Municipal Treasurer

None

10 minutes

SHYNLIE GALACIO
Admin Aide VI/Utility Foreman
Municipal Accounting Office

2. Receives the payment

2. Releases the check.

None

5 minutes

SARAH BINAYAO
Admin Aide VI (Utility Foreman)
Municipal Treasurer's Office

TOTAL:

NONE

3 Days, 1 Hour and 30 Minutes