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MUNICIPAL ACCOUNTING OFFICE

2. Processing of Disbursement Voucher for check payments
Includes payment to various supplies and services; release of bail bonds and retention money; salaries and wages of regular, casual, job order personnel; financial assistance (more than Php 3,000.00) and any other forms of disbursement
OFFICE OR DIVISION:
MUNICIPAL ACCOUNTING 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:
1. Additional documents required under Annexes F and S of COA Memorandum No. 2005-027 dated February 28, 2005 required to be submitted within five days upon execution of the contract: 1.1 Certificate of Exclusive Distributorship, if applicable
Procurement
1.2 Samples and brochures/photographs, if applicable
Procurement
1.3 For imported items: 1.3.1Consular Invoice/Pro-forma invoice of the foreign supplier with the corresponding details
Procurement
1.3.2.Home Consumption Value of the items
Procurement
1.3.3.Breakdown of the expenses incurred in the Importation
Procurement
2. Original copy of Dealers/Suppliers' Invoices showing the quantity, description of the articles, unit and total value, duly signed by the dealer or his representative, and indicating receipt by the proper agency official of items delivered.
Procurement
3.Results of Test Analysis, if applicable
Procurement
4.Tax receipts from the Bureau of Customs or the BIR indicating the exact specifications and/or serial number of the equipment procured by the government as proof of payment of all taxes and duties due on the same equipment, supplied or sold to the government [Administrative Order (AO) No. 200 dated November 21, 1990]
Procurement
5. Inspection and Acceptance Report prepared by the Department/Agency property inspector and signed by the Head of Agency or his authorized representative
Procurement
6.For equipment, Property Acknowledgment Receipt
Procurement
7. Warranty Security for a minimum period of three months, in the case of expendable supplies, or a minimum period of one year in the case of non-expendable supplies, after acceptance by the procuring entity of the delivered supplies
Procurement
8.Request for purchase of supplies, materials and equipment duly approved by proper authorities
Procurement
9. In case of motor vehicles, (AO No. 233 dated August 1, 2008) authority to purchase from: 9.1 Agency head and Secretary of DBM, or OP depending on the type of vehicle being provided (Sections 7 and 9)
Procurement
9.2 Local Chief Executives, including Punong Barangay, for types of vehicles enumerated under Section 7 of AO No. 233 sourced from their unencumbered local funds and if chargeable under the GAA, either from the DBM or OP depending on the type of vehicles purchased (Sections 7 to 9)
Procurement
10. For procurement of drugs and medicines: 10.1 Certificate of product registration from Food and Drug Administration (FDA)
Procurement
10.2Certificate of good manufacturing practice from FDA
Procurement
10.3Batch Release Certificate from FDA
Procurement
10.4 If the supplier is not the manufacturer, certification from the manufacturer that the supplier is an authorized distributor/dealer of the products/items
Procurement
11. Such other documents peculiar to the contract and/or to the mode of procurement and considered necessary in the auditorial review and in the technical evaluation thereof
Procurement
"For purchase of land "
1. Project parcellary survey plan showing that said lot and structures are within the boundaries of the right-of-way
Procurement
2. Structural Mapping Plan of the lot affected
Procurement
3.Certification by the implementing agency that the claim is not within the original ROW of a converted local road
Procurement
4.Certification from the Head of the Implementing Office that there is no previous pending claim and previous payment on subject property
Procurement
5.Environmental Clearance Certificate (ECC) as required under Section 8 of RA No. 8974
Procurement
6. Copy of latest updated master list of Project-Affected-Persons (PAP) approved by Agency's authorized representative
Procurement
7. In case of death of claimant or owner, judicial settlement duly advertised in newspaper of general circulation
Procurement
For release of retention money 1. 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
Client
For release of bail bonds 1. Court Order (1 duplicate copy)1. Municipal Trial Court (MCTC) or Regional Trial Court (RTC).
1. Municipal Trial Court (MCTC) or Regional Trial Court (RTC).
2. Official Receipt (O.R) of Bail Bond posted.
Municipal Trial Court (MCTC) or Regional Trial Court (RTC).
3. One (1) valid I.D.
Citizen requesting for release of Bail bond.
For release of financial assistance for barangay units 1. Activity Design/POW
Client
2. Brgy Resolution
Client
3. MOA
Client
4 SB Resolution
Client
5. Obligation Request
Budget Office
For processing of reimbursement 1. Invoices/ Receipts
Client
For processing of reimbursement 1. Invoices/ Receipts
Client
2. 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
Client
3. Other supporting documents as are necessary depending on the nature of the expense charged
Client
For processing of cash advances (except for travels) 1. Authority of the accountable officer issued by the Head of the Agency or his duly authorized representative indicating the maximum accountability and purpose of cash advance (for initial cash advance)
Client
2. Certification from the Accountant that previous cash advances have been liquidated and accounted for in the books
Client
3. Approved application for bond and/or Fidelity Bond for the year for cash accountability of P5,001 or more
Client
For processing cash advances specifically for travels: 1. Office Order/Travel Order approved in accordance with Section 3 of EO No. 298
Client
2. Duly approved itinerary of travel
Client
3. Certification from the Accountant that previous cash advances have been liquidated and accounted for in the books
Client
For processing of honorarium, salaries and wages thru Automated Teller Machine (ATM) (regular and casual) 1. Approved Salary Payroll
HRMO
2. Approved Payroll Register (hard and soft copy)
HRMO
3. Letter to the bank to credit employees' account of their salaries or other claims
HRMO
4. Validated deposit slips
HRMO
For processing of honorarium, salaries and wages thru cash advance (regular , casual, and JO personnel)
1. Approved contracts (for initial payment)
HRMO
2. Approved Payroll or list of payees indicating their net payments
HRMO
3. Approval/authority (presidential directive or legislative enactment) or legal basis to pay any allowance/salaries/ wages/fringe benefits (for initial payment)
HRMO
4. Daily time record (DTR) approved by the supervisor
HRMO
CLIENT STEPS
AGENCY ACTION
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Submits all the pertinent documents
Receives the documents submitted.
None
20 minutes
Jasmine Valdehuesa
Admin Aide VI/Utility Foreman
Municipal Accounting Office
Evaluates the completeness and correctness of documents submitted.
None
1 day
Nestor M. Tabaco
Municipal Accountant
Municipal Accounting Office
"Records and prints withholding tax certificate (if applicable)"
None
10 minutes
Isacar Estillore
Administrative Assistant II/Bookkeeper
Municipal Accounting Office
Prepares Disbursement voucher
None
10 minutes
Isacar Estillore
Administrative Assistant II/Bookkeeper
Municipal Accounting Office
Signs the voucher for processing of the payment
None
10 minutes
Nestor Tabaco
Municipal Accountant
Municipal Accounting Office
Endorses the voucher to the Municipal Treasurer
None
5 minutes
Jasmine Valdehuesa
Admin Aide VI/Utility Foreman
Municipal Accounting Office
Signs the voucher for processing of the payment
None
5 minutes
Zoraida Lozada
Municipal Treasurer
Municipal Treasurer's Office
Endorses the voucher to the Municipal Mayor
None
5 minutes
Sarah Binayao
Admin Aide VI (Utility Foreman)
Municipal Treasurer's Office
Approves the voucher for processing of the payment
None
6 hours
Rogelio Quiño
Municipal Mayor or Authorized representative
Mayor's Office
Forwards the voucher to the Municipal Treasurer
None
10 minutes
Danny Sanchez
Admin Aide III/Utility Foreman
Mayor's Office
Prepares the check
None
10 minutes
Sarah Binayao
Admin Aide VI (Utility Foreman)
Municipal Treasurer's Office
Signs the check
None
5 minutes
Zoraida Lozada
Municipal Treasurer
Municipal Treasurer's Office
Endorses the check to Municipal Mayor for signature
None
5 minutes
Sarah Binayao
Admin Aide VI (Utility Foreman)
Municipal Treasurer's Office
Signs the check
None
1 day
Rogelio Quiño
Municipal Mayor
Mayor's Office
Forwards the voucher and attachments to the Municipal Accountant
None
10 minutes
Danny Sanchez
Admin Aide III/Utility Foreman
Mayor's Office
Prepares the check advice
None
5 minutes
Jasmine Valdehuesa
Admin Aide VI/Utility Foreman
Municipal Accounting Office
Prepares Journal Entry Voucher
None
10 minutes
Venus Balintongog/Russel Rosales/Mark Gil Pacot
Accountant I/Admin Aide VI/Utility Foreman
Municipal Accounting Office
Signs the check advice and the journal voucher
None
5 minutes
Nestor Tabaco
Municipal Accountant
Municipal Accounting Office
Forwards the check and all pertinent attachments to Municipal Treasurer
None
5 minutes
Jasmine Valdehuesa
Admin Aide VI/Utility Foreman
Municipal Accounting Office
2. Receives the payment
Releases the check
None
5 minutes
Sarah Binayao
Admin Aide VI (Utility Foreman)
Municipal Treasurer's Office
TOTAL:
NONE
3 days and 15 mins
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