Download - Chapter II - itogon.gov.ph › images › 2020 › pdf › MACCO-CC.pdfAs prescribed under COA Circular No. 2012-001 dated June 12, 2012 all government disbursements must conform to

LGU-Itogon Citizen’s Charter 2019 (1st Edition) 69

Chapter II

Municipal Accounting Office

(MACCO)

Internal Services


1. Claims Processing

As prescribed under COA Circular No. 2012-001 dated June 12, 2012 all government disbursements must conform to the prescribed documentary requirements and fundamental principles governing the financial transaction and operations of any government agency as provided under Section 4 Presidential Decree (PD) No. 1445:

1. No money shall be paid out of any public treasury or depository except in pursuance of an appropriation law or other specific statutory authority.

2. Government funds or property shall be spent or used solely for public purposes. 3. Trust funds shall be available and may be spent only for the specific purposes for

which the trust was created or the funds received. 4. Fiscal responsibility shall, to the greatest extent, be shared by all those exercising

authority over the financial affairs, transactions, and operations of the government agency.

5. Disbursements or disposition of government funds or property shall invariably bear the approval of the proper officials.

6. Claims against government funds shall be supported with complete documentation. 7. All laws and regulations applicable to financial transactions shall be faithfully adhered

to. 8. Generally accepted accounting principles and practices as well as of sound

management and fiscal administration shall be observed, provided that they do not contravene existing laws and regulations.

General Requirements for All Types of Disbursement

1. Certificate of Availability of Funds issued by the Municipal Budget Officer or the

Municipal Accountant. 2. Existence of lawful and sufficient allotment duly obligated as certified by the Municipal

Budget Officer. 3. Legality of transaction and conformity with laws, rules and regulations. 4. Approval of expenditure by Head of Office or his authorized representative. 5. Sufficient and relevant documents to establish validity of claim.


1.1. Cash Advances 1.1.1. Payroll Fund for Salaries, Wages, Allowances, Honoraria and Other Similar Expenses

Office/Division: Municipal Accounting Office

Classification: Simple

Type of Transaction: G2G – Government to Government

Who may avail: Cash Disbursing Officer (Treasury Office)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

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). (1 original,1 photocopy)

Municipal Mayor’s Office

2. Certification from the accountant that previous cash advances have been liquidated and accounted for in the books. (1 original, 1 photocopy)


3. Approved application for bond and/or Fidelity Bond for the year for cash accountability of P 2,000.00 or more. (1 original, 1 photocopy)

Bureau of Treasury

4. Approved contract (for initial payment). (1 original,1 photocopy)

Municipal Mayor’s Office - HRMO

5. Approved Payroll or list of payees indicating their net payments. (1 original, 1 photocopy)

Municipal Accounting Office – Payroll Officer

6. Approval/authority (presidential directive or legislative enactment) or legal basis to pay any allowance/salaries/wages/fringe benefits. (1 original, 1 photocopy)

Municipal Mayor’s Office Sangguniang Bayan Office

7. Daily time record (DTR) approved by the supervisor. (1 original, 1 duplicate copy)


CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit disbursement voucher with supporting documents

1.0. Receive and assign tracking number

None

1 minute

Admin. Aide IV MACCO


1.2. Forward to pre-audit section

1 minute

2. Wait for the pre-audit of documents

2.0 Pre-audit of claim: 2.1. Check

obligation and proper authorization of disbursement.

2.2. Check completeness

of supporting documents.

2.3. Check

correctness of amounts, authorized signature, dates and other details reflected in the voucher and supporting documents.

2.4. Forward

voucher with supporting documents to the Municipal Accountant for approval or Return it to claimant for lacking or erroneous supporting documents

None

1 minute

1 minute

3 minutes

1 minute

Admin. Officer IV MACCO


3. Wait for the approval of Voucher.

3.0. Review pre-audited voucher:

3.1. Sign approval

of voucher claim if complete and correct or Return it to pre-audit section if documents are lacking or erroneous.

3.3. Forward approved voucher claims to the releasing section for release to claimant.

3 minutes

1 minute

1 minute

Mun. Accountant MACCO

4. Receive approved voucher claim.

4. Record release or return of documents to claimant.

None 1 minute


TOTAL None 14 minutes


1.1.2. Petty Cash Fund (PCF) – Initial Cash Advance

Office or Division: Municipal Accounting Office



Who may avail: Petty Cash Fund Custodian (Treasury Office)


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). (1 original, 1 duplicate or photocopy)


2. Certification from the accountant that previous cash advances have been liquidated and accounted for in the books. (1 original, 1 duplicate or photocopy)


3. Approved application for bond and/or Fidelity Bond for the year for cash accountability of P 2,000.00 or more. (1 original, 1 duplicate or photocopy)

Bureau of Treasury

4. Approved estimates of petty expenses for one month. (1 original, 1 duplicate or photocopy)

Municipal Treasury Office

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to pre-

audit section

None

1 minute

1 minute


2. Wait for the pre-audit of

documents


obligation and proper authorization of disbursement.

None

1 minute

1 minute



2.2. Check completeness


2.3. Check

correctness of amounts, dates, authorized signature and other details reflected in the voucher and supporting documents.

2.4. Forward

voucher with supporting documents to the Municipal Accountant for approval or Return it to claimant for lacking or erroneous supporting documents.

3 minutes

1 minute



3.1. Sign approval of

voucher claim if complete and correct or Return it to pre-audit section if documents are lacking or erroneous.

3 minutes

1 minute




1 minute


4. Record release or return of documents to claimant

None 1 minute Admin. Aide IV MACCO



1.1.3. Traveling Allowance (Local and Foreign Travel)


Classification: Complex


Who may avail: Elected officials and permanent employees


1. Statement of Account/Bill (1 original, 1 duplicate or photocopy) Invoice/Official Receipt or machine validated statement of account (for post audit activities) (1 original, 1 duplicate or photocopy)

2. Certification by Agency Head or his authorized representatives that all National Direct Dial (NDD), National Operator Assisted Calls and International Operator Assisted Calls are official calls.) (1 original, 1 duplicate or photocopy)

Mayor’s Office

3. Office Order/Travel Order approved in accordance with the provisions of Section 1 and 2of EO No. 459 dated September 1, 2005.

(1 original, 1 duplicate or photocopy)

As approved by the respective Heads of agencies in the case of other government officials and employees regardless of the length of travel

Provincial Governors and Mayors of highly urbanized cities or independent component cities – Secretary of the Department of the Interior and Local Government

4. Duly approved itinerary of travel (1 original, 1 duplicate or photocopy)

Municipal Mayor’s Office – Records Section


5. Letter of invitation of host/sponsoring country/agency/organization (1 original, 1 duplicate or photocopy)

6. For plane fare, quotations of three travel agencies or its equivalent (1 original, 1 duplicate or photocopy)

7. Flight itinerary issued by the airline/ticketing office/travel agency (1 original, 1 duplicate or photocopy)

8. Copy of the United Nations Development Programme (UNDP) rate for the daily subsistence allowance (DSA) for the country of destination for the computation of DSA to be claimed (1 original, 1 duplicate or photocopy)

9. Documents to show the dollar to peso exchange rate at the date of grant of cash advance (1 original, 1 duplicate or photocopy)

10. Where applicable, authority from the OP to claim representation expenses (1 original, 1 duplicate or photocopy)

11. In case of seminars/trainings: 11.1. Invitation addressed to the agency

inviting participants (issued by the foreign country) (1 original, 1 duplicate or photocopy)

11.2. Acceptance of the nominees as participants (issued by the foreign country) (1 original, 1 duplicate or photocopy)

11.3. Programme Agenda and Logistics Information) (1 original, 1 duplicate or photocopy)

Sponsoring country/agency/organization Travel/airline agencies Travel/airline agencies Newspaper clips for daily peso/dollar exchange rate DILG Sponsoring country/agency/organization Sponsoring country/agency/organization Sponsoring country/agency/organization


11.4 Proposed Itinerary (Appendix A)

12. Certification from the accountant that the previous cash advance has been liquidated and accounted for in the books (1 original, 1 duplicate or photocopy)



PROCESSING TIME

PERSON RESPONSIBLE




audit section

None

1 minute

1 minute



documents

2.0 Pre-audit of claim: 2.1. Check obligation

and proper authorization of disbursement.

2.2. Check completeness of

supporting documents.

2.3. Check


2.4. Forward voucher

with supporting documents to the Municipal Accountant for approval or

None 1 minute

1 minute

3 minutes

1 minute

Admin. Officer IV

MACCO


1.2. Liquidation of Cash Advances 1.2.1. Payroll Fund of Salaries, Wages, Allowance, Honoraria and Other Similar Expenses

return it to claimant for lacking or erroneous supporting documents.




voucher claim if complete and correct or Return it to pre-audit section if documents are lacking or erroneous.


3 minutes

1 minute

1 minute

Mun. Accountant

MACCO



None 1 minute







Who may avail: Elected Officials and permanent employees


1. Report of Disbursements certified correct by the accountable officer. (1 original, 2 duplicates/photocopies)

2. Approved payrolls/vouchers duly acknowledged/signed by the payee/s. (1 original, 1 duplicate/photocopy)

3. Approved daily time records (DTRs) or Certificate of Service rendered. (1 original, 1 duplicate/photocopy)

4. Approved application for leave. (2 duplicates/photocopies)

5. In case of payment of personnel under the “job order” status, duly verified/accepted accomplishment report and Daily Time Record (DTR) (1 original, 1 duplicate/photocopy)

6. Official Report (OR) in case of refund for unclaimed salaries. (1 original,1 photocopy)

7. Authority from the claimant and identification documents, if claimed by person other than the payee. (1 original, 1 duplicate/photocopy)

8. Such other pertinent supporting documents as are required by the nature of expense. (1 original, 1 duplicate/photocopy)

Municipal Treasury Office Municipal Accounting Office Municipal Mayor’s Office - HRMO Municipal Mayor’s Office - HRMO Municipal Mayor’s Office Municipal Treasury Office Claimant Claimant


PROCESSING TIME

PERSON RESPONSIBLE

1. Submit documents

1. Receive documents.

None

1 minute

Admin. Aide VI MACCO


1.2.2. Petty Cash Fund

2. Let receiving personnel sign report of disbursements and retain triplicate for file

2.0 Sign report of disbursements and retain original and duplicate copy for file and reference

2.1. Encode/enter in

the eNGAS to generate JEVs

None

None

1 minute

10 minutes






Who may avail: Petty Cash Fund Custodian


1. Summary of Petty Cash Vouchers (1 original, 2 duplicates/photocopies) 2. Report of Disbursement (1 original, 2 duplicates/photocopies) 3. Petty Cash Replenishment Report

(1 original, 2 duplicates/photocopies)

4. Approved purchase request with certificate of Emergency Purchase, if necessary (1 original, 1 duplicate/photocopy)

5. Bills, receipts, sales invoices (1 original, 1 duplicate/photocopy)

6. Pre-inspection Report; Certificate of inspection and acceptance report (1 original, 1 duplicate/photocopy)

7. Report of Waste materials in case of replacement/repair (1 original, 1 duplicate/photocopy)

8. Approved trip ticket, for gasoline expenses (1 original, 1 duplicate/photocopy)

9. Canvas from at least three suppliers for purchases involving P1,000 and above, except for purchases made while on official travel (1 original/1 duplicate/photocopy)

10. Summary/Abstract of Canvass (1 original, 1 duplicate/photocopy)

11. Petty Cash Vouchers duly accomplished and signed; Vouchers limited to

Municipal Treasury Office Municipal Treasury Office Municipal Treasury Office – Disbursing Officer Municipal Mayor’s Office (Supply Section) Municipal Mayor’s Office - Supply Section Municipal Mayor’s Office - Supply Section Municipal Mayor’s Office - Supply Section Municipal Mayor’s Office Municipal Mayor’s Office – BAC Secretariat Municipal Mayor’s Office – BAC Secretariat Municipal Accounting Office


PhP 5,000.00 only (1 original, 1duplicate/photocopy)

12. OR in case of refund (2 photocopies)

13. For reimbursement of toll receipts 13.4. Toll Receipts

(Original, 1 duplicate/photocopy) 13.5. Trip ticket

(2 duplicates/photocopies)

14. Such other supporting documents that may be required and/or required depending on the nature of expenses (1 original,1 duplicate/photocopy)

Municipal Treasury Office Toll Station Municipal Mayor’s Office Claimants


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Submit documents

1. Receive Documents 1.1. Forward to

pre-audit section

None

1 minute




Completeness of supporting documents.

2.3. Check

correctness of amounts, authorized signature, dates

None

1 minute

1 minute



1.2.3. Travelling Expenses (Local and Foreign Travel)

and other details reflected in the petty cash voucher and supporting documents

3. Let receiving personnel sign petty cash fund report and retain triplicate copy

3.0 Sign petty cash fund report and retain original and duplicate copy for file and reference

3.1. Encode/enter

in the eNGAS to generate JEV

None

None

1 minute

20 minutes









1. Paper/electronic plane, boat or bus tickets, boarding pass, terminal fee (original/1 photocopy)

2. Certificate of appearance/attendance (original and 1 duplicate/photocopy)

3. Copy of previously approved itinerary of travel (2duplicates/photocopies)

4. Revised or supplement Office Order or any proof supporting the change of schedule (1 original, 1 duplicate/photocopy)

5. Actual Itinerary of Travel (1 original, 1 duplicate/photocopy)

6. Certification by the Head of Agency as to the absolute necessity of the expenses incurred for official travel that exceed the prescribed rate per day (certification or affidavit of loss shall not be considered as an appropriate replacement for the required hotel/lodging bills and receipts) (1 original, 1 duplicate/photocopy)

7. Liquidation report (1 original, duplicate/photocopy)

8. Reimbursement Expense Receipt (RER) (1 copy, 1 duplicate/photocopy)

9. OR in case of refund of excess cash advance (2 photocopies)

10. Certificate of Travel Completed

Travel agency Agency who conducted the seminar Municipal Accounting Office Municipal Mayor’s Office Municipal Accounting Office Municipal Mayor’s Office Municipal Accounting Office Municipal Accounting Office Municipal Treasury Office Municipal Mayor’s Office


(1 original, 1 duplicate/photocopy)

11. Hotel room/lodging bills with official receipts in the case of official travel to places within 50-kilometer radius from the last city or municipality covered by the Metro Manila Area, or the city or municipality where their permanent official station is located in the case of those outside the Metro Manila Area, if the travel allowance being claimed include in the hotel room/lodging rate. (1 original, 1 duplicate/photocopy)

12. Paper/electronic plane tickets, boarding pass, boat or bus tickets (1 original, 1 duplicate/photocopy)

13. Certificate of appearance/attendance for training/seminar/participation (1 original, 1 duplicate/photocopy)

14. For reimbursement of actual travel expenses in excess of the prescribed rate (EO No. 298):

14.1. Certification from Head of Agency that it is absolutely necessary (1 original,1 duplicate/photocopy)

14.2. Hotel room bills with official receipts (certification or affidavit of loss shall not be considered as an appropriate replacement for the required hotel/lodging bills and receipts)

(1 original, 1 duplicate/photocopy) 15. Revised itinerary of travel, if applicable)


16. Narrative report on trip undertaken/Report on Participation)

Claimant Claimant Agency who conducted the seminar/training Municipal Accounting Office Claimant



17. OR in case of refund of excess cash advance (2 photocopies)

18. Liquidation Report (1 original, 1 duplicate/photocopy)

Municipal Treasury Office Municipal Accounting Office


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.1. Forward to

pre-audit section

None

1 minute

1 minute


2. Wait for the pre- audit of documents


obligation and proper authorization of disbursement

2.2. Check

Completeness of supporting documents.

2.3. Check

correctness of amounts, dates, authorized

None

1 minute

1 minute

3 minutes



signature and other details reflected in the voucher and supporting documents

2.4. Forward

voucher with supporting documents to the Municipal Accountant for approval or Return it to claimant for lacking or erroneous supporting documents.

1 minute



3.1. Sign approval


3.3. Forward approved voucher claim to the releasing

3 minutes

1 minute

1 minute



1. 3 Fund Transfers 1.3.1 Non-Government Organizations/People’s Organizations

(NGOs/POs) 1.3.1.1 Release of Funds

section for release to claimant.



None 1 minute






Type of Transaction: G2C

Who may avail: Accredited POs/NGOs


1. Approved Summary of Budgetary Requirements Detailing the items of expenditure/disbursement to be incurred in the program/project. (1 original/1 duplicate/photocopy)

2. List of priority projects which may be implemented by the NGO/PO published in the newspaper, agency website, bulletin board and the like (1 original, 1 duplicate/photocopy)

3. Accreditation of the NGO/PO by the Sangguniang Bayan of the grantee agency (1 original, 1 duplicate/photocopy)

4. Results of evaluation of financial and technical capability of selected NGO/PO

5. Performance security for infrastructure project

6. NGO/PO proposals or application for funding accompanied by:

6.1 Certificate of registration from Securities and Exchange Commission (SEC) or Either Cooperative Development Authority (CDA) or Cooperation as the case may be

6.2 Authenticated copy of the latest Articles

of Incorporations or Article of Cooperation as the case may be, showing the original incorporators/organizers and the

Budget Office NGO/PO Sangguniang Bayan Office BAC Insurance Agency SEC, CDA


Secretary’s certificate for incumbent officers, together with the Certificate of Filing with the SEC/Certificate of Approval by the CDA

6.3 Audited financial reports for the past three years preceding the date of project implementation. For NGO/PO which has been in operation for less than three years, financial reports for the years I operating and proof of previous implementation of similar projects

6.4 Disclosure of other related business, if any 6.5 Work and Financial Plan (WFP), and

sources and Details of Proponent’s Equity Participation in the Project

6.6 Complete project proposal

approved/signed by officers 6.7 List and/or photographs of similar

projects previously completed, if any, indicating the source of funds for implementation

6.8 Sworn affidavit of the secretary of the

NGO/PO that none of its incorporations, organizers, directors or officers in an agent of or related by consanguinity or affinity up to the fourth civil degree to the official of the agency authorized to process and/or approve MOA, and release funds

7. Document showing that NGO/PO has

equivalent to 20 percent of the total project cost, which shall be in the form of labor, land for the project site, facilities, equipment and the like, to be used in the project

Claimant NGO/PO


8. Certification from the Accountant that the

previous cash advance granted to the NGO/PO has been liquidated, liquidation documents are post-audited and properly provisions: a. Project name, intended beneficiaries,

benefits to be delivered, project cost estimates, brief description of project and its site/location;

b. System and procedures to implement the project such as, but not limited to, procurement of goods and services by the NGO/PO and their distribution which should be documented and coordinated with the GO’s authorized officials and the respective barangays;

c. Time schedules for the releases of funds, periodic inspection/evaluation, reporting, monitoring requirements, date of commencement and date of completion (releases of funds after the initial fund transfer must be output-based, that is, subsequent fund releases must be dependent on 100% delivery of physical status of the project corresponding to the previous funds received by the NGO/PO;

d. Submission of the required periodic financial and physical status reports (no subsequent fund transfer must be granted unless previous fund transfers have been liquidated and required physical status report has been submitted);

e. Specific period to liquidate the funds granted to NGO/PO with the GO;

f. In case of construction projects like school buildings, housing, and other similar structures, and acquisition of assets like vehicles and equipment, a stipulation of turnover of ownership of the infrastructure or fixed assets (in the



procurement of any type of assets out of government funds, the NGO/PO shall conduct simple bidding or canvas to ensure the best terms and quality of purchase);

g. In case the assets shall be owned by a specific beneficiary, a stipulation that a Deed of Donation shall be executed by the GO after the completion of the project;

h. Monitoring and inspection of project implementation and verification of financial records and reports of the NGO/PO by the GO;

i. Visitorial audit by the officials and personnel of the COA authorized to perform the audit under an approved office order;

j. Institution of legal action by the GO against the defaulting NGO/PO which fails to complete a project covered by the MOA, or for material violation of the provisions of the MOA or of this Circular, and in any of these case, its subsequent disqualification from applying for another project in any other GO;

k. In case of the dissolution of the recipient NGO/PO, voluntary or involuntary, the lien of the granting GO on its assets, in accordance with existing laws, to the extent of the unexpected or utilized portion of the fund;

l. Maintenance by the NGO/PO of a separate savings/current account for each fund received from the GO; and

m. The return by the NGO/PO to the granting GO of any amount not utilized to complete the project, including interest, if any.


9. Other relevant requirements under GPPB Resolution No. 12-2007 dated June 29, 2007


PROCESSING TIME

PERSON RESPONSIBLE




audit section

None

1 minute

1 minute



documents



2.2. Check

completeness of supporting documents.

2.3. Check

correctness of amounts, dates, authorized signature and other details reflected in the voucher and supporting documents


with supporting documents to the Municipal Accountant for

None

1 minute

1 minute

3 minutes

1 minute

Admin. Officer IV

MACCO


1.3.1.2 Implementation and Liquidation of Funds Released

approval or return it to claimant for lacking or erroneous supporting documents.



3.1. Sign approval of voucher claim if complete and correct or return it to pre-audit section if documents are lacking or erroneous.


3 minutes

1 minute

1 minute

Mun. Accountant

MACCO



None 1 minute






Who may avail: Accredited NGOs/POs



1. Final fund utilization report, indicating the summary of expenses and the status report of accomplishments, certified by the accountant, approved by the President/Chairman of the NGO/PO and verified by the internal auditor or equivalent official of the GO. (1 original, 1 duplicate/photocopy)

2. Pictures of implemented projects.

3. Inspection report and certificate of project completion issued by the GO authorized representative. (1 original, 1 duplicate/photocopy)

4. List of beneficiaries with their signatures signifying their acceptance/acknowledgement of the project/funds/goods/services received. (1 original, 1 duplicate/photocopy)

5. Proof of verification by the GO officials of the validity of the documents submitted by the NGO/PO.

6. OR issued by the granting GO acknowledging return by the NGO/PO of any unutilized/excess amount of cash advance, including interest, if any. (original, 1 duplicate/photocopy)

7. List of equipment/vehicle procured by the NGO/PO out of the project funds indicating its brief description, date acquired, acquisition cost and final disposition. (1 original, 1 duplicate/photocopy)

Municipal Accounting Office Claimant NGO/PO Mun. Engineering Office, MPDO Claimant PO/NGO Sangguniang Bayan Office Municipal Treasury Office Claimant NGO/PO


8. Warranty for procurement of equipment and projects. (1 original, 1 duplicate/photocopy)

9. In case of dissolution of the recipient NGO/PO, in addition to the OR acknowledging return of utilized amount, copy of the vouchers paid by the GO to the NGO/PO. (2 duplicates/photocopies)

10. Liquidation Report. (1 original, 1 duplicate/photocopy)

Suppliers/Contractors Municipal Accounting Office Claimant NGO/PO


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute


2. Wait for the audit of documents



2.2. Check


2.3. Check correctness of

amounts, dates, authorized signature and other details

None

1 minute

1 minute

3 minutes



reflected in the voucher and supporting documents.

2.4. Forward

voucher with supporting documents to the Municipal Accountant for approval or return it to claimant for lacking or erroneous supporting documents.

1 minute



3.1. Sign approval


3.3. Forward approved voucher claim to the releasing section for release to claimant.

3 minutes

1 minute

1 minute



1.3.1.3 Staggered Release of Funds to NGO/PO



None 1 minute






Who may avail: Accredited NGOs/POs



1. Duly approved Schedule of Fund Release to NGO/PO. (1 original, 1 duplicate/photocopy)

2. Interim Fund Utilization Report on the previous release certified by the NGO/PO’s Accountant, approved by its President/Chairman and verified by the internal auditor or equivalent official of the GO showing a summary of expenses and a status report of accomplishment evidenced by pictures.

(1 original, 1 duplicate/photocopy) 3. List of beneficiaries of previous

releases with their signatories signifying their acceptance/acknowledgement of the project funds/goods/services. (1 original, 1 duplicate/photocopy)

Claimant NGO/PO Claimant NGO/PO


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute



documents


obligation and proper authorization of

None

1 minute



disbursement.

2.2. Check completeness of supporting documents.

2.3. Check


2.4. Forward


1 minute

3 minutes

1 minute


3.0. Review pre-audited voucher

3.1. Sign approval of voucher claim if

3 minutes

1 minute



1.3.2 Transfer of Funds to Implementing Agencies 1.3.2.1 Transfer

complete and correct or return it to pre-audit section if documents are lacking or erroneous.


1 minute



None 1 minute





Type of Transaction: G2G

Who may avail: NGAs/LGUs



1. Copy of MOA/Trust Agreement (1 original, 1 duplicate/photocopy) 2. Copy of Approved Program of Work

(for infrastructure project) (1 original, 1 duplicate/photocopy) 3. Approved Projects Expenditures or

Estimated Expenses indicating the project objective and expected output (for other projects)

(1 original, 1 duplicate/photocopy) 4. For Local Government Units (LGUs),

as clarified under COA Memorandum No. 2010-014 dated April 22, 2010, authorization by Local Sanggunian for the Local Chief Executive to enter into contract in case of the following:

4.1 In case of a reenacted budget:

- For new contracts entered into by the local chief executive for contractual obligations included I the previous year’s annual and supplemental budget

4.2 In case of the regularly enacted budget

- For projects described in generic terms, such as infrastructure projects, inter-municipal waterworks, drainage and sewerage, flood control, irrigation system projects, reclamation projects, or roads and bridges

4.3 For purchase of goods and services which are neither specified nor encompassed within the regular personal service and maintenance operating expenses.

5. Certification by the Accountant that

funds previously transferred to the

Implementing Agency Implementing Agency Implementing Agency Sangguniang Bayan Office Municipal Accounting Office


Implementing Agency (IA) has been liquidated, post audited and accounted for in the books.

(1 original, 1 duplicate/photocopy) 6. Copy of the OR issued by the IA to the

municipality acknowledging receipt of funds transferred (for post-audit activities).


Implementing Agency


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute





2.2. Check


2.3. Check

correctness of amounts, dates, authorized signature and other details reflected in

None

1 minute

1 minute

3 minutes



the voucher and supporting documents.

2.4. Forward


1 minute



3.1. Sign approval

of voucher claim if complete and correct or return it to pre-audit section if documents are lacking or erroneous.


None 3 minutes

1 minute

1 minute



1.3.2.2 From Trust Fund to the General Fund for unspent balance/excess amount



None 1 minute






Who may avail: Project Implementing Agency



1. Report of Receipt, Disbursement and Fund Balance certified by Accountant

2. Contract, which may be a MOA, Trust Agreement or Memorandum of Understanding governing the utilization of funds and disposition of any balance thereof after completion of the purpose of the funds transferred

3. Letter of IA to source Agency to transfer the unexpended balance to the General Fund duly approved by the Source Agency, if the disposition thereof has not been provided I the MOA, Trust Agreement or Memorandum of Understanding



PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to pre-audit

section

None

1 minute

1 minute





2.2. Check


2.3. Check


None

1 minute

1 minute

3 minutes



signature and other details reflected in the voucher and supporting documents.

2.4. Forward


1 minute



3.1. Sign approval



None 3 minutes

1 minute

1 minute



1.4 Salary 1.4.1 Individual Claims 1.4.1.1 First Salary



None 1 minute






Who may avail: Newly elected officials and new employees



1. Certified true copy of duly approved Appointment (2 photocopies)

2. Assignment Order, if applicable (1 original, 1 duplicate/photocopy)

3. Certified true copy of Oath of Office


4. Certificate of Assumption (1 original, 1 duplicate/photocopy)

5. Statement of Assets, Liabilities and Net Worth (2 photocopies)

6. Approved DTR (1 original, 1 duplicate/photocopy)

7. Bureau of Internal Revenue (BIR) withholding certificates (Forms 1902 and 2305) (2 duplicates/photocopies)

8. Payroll Information on New Employee (PINE) (for agencies with computerized payroll system) DTR (1 original, 1 duplicate/photocopy)

9. Authority from the claimant and identification documents, if claimed by person other that the payee (1 original, 1 duplicate/photocopy)

Municipal Mayor’s Office - HRMO Municipal Mayor’s Office – HRMO Municipal Mayor’s Office – HRMO Municipal Mayor’s Office – HRMO Municipal Mayor’s Office – HRMO Office where the claimants is assigned Municipal Accounting Office Claimant Municipal Mayor’s Office - HRMO Claimant

10. Clearance from money, property and legal accountabilities from the previous office. (1 original, 1 duplicate/photocopy)

11. Certified true copy of pre-audited disbursement voucher of last salary from previous agency and/or Certification by the Chief accountant of last salary received from previous office

Previous employer Previous employer


duly verified by the assigned auditor thereat. (1 original, 1 duplicate/photocopy)

12. BIR Form 2316 (Certificate of Compensation Patient/Tax Withheld). (1 original, 1 duplicate/photocopy)

13. Certificate of Available Leave Credits (1 original, 1 duplicate/photocopy)

14. Service record (1 original, 1 duplicate/photocopy)

Previous employer Previous employer Previous employer


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute


2. Wait for the pre- audit of

documents



2.2. Check


2.3. Check


None

1 minute

1 minute

3 minutes



signature and other details reflected in the voucher and supporting documents.

2.4. Forward


1 minute



3.1. Sign approval



None 3 minutes

1 minute

1 minute



4. Record release or return of

None 1 minute



1.4.1.2 Salary (if deleted from the payroll)

documents to claimant.







1. Approved DTR Municipal Mayor’s Office - HRMO



2. Notice of assumption (1 original, 1 duplicate/photocopy)

3. Approved Application for Leave (2 duplicates/photocopies)

4. Office Clearance (1 original, 1 duplicate/photocopy)

5. Medical Certificate, if on sick leave for five days or more (1 original, 1 duplicate/photocopy)


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute





2.2. Check


2.3. Check

correctness of amounts, dates,

None

1 minute

1 minute

3 minutes



authorized signature and other details reflected in the voucher and supporting documents.

2.4. Forward


1 minute



3.1. Sign approval



None 3 minutes

1 minute

1 minute



1.4.2.1 Salary of Casual/Contractual Personnel



None 1 minute






Who may avail: Persons who are in Casual, Job Order and Contract of Service Status


For accredited agencies by the CSC (for first claim)


1. Certified true copy of the pertinent contract/appointment/job order (2 photocopies)

2. Copy of the ROPA of the pertinent contract/appointment marked received by the CSC (2 photocopies)

3. Certification by the Local Chief Executive (LCE), that the employment/hiring is still within the Personal Services (PS) limitation prescribed under Section 325(a) of RA No. 7160 (1 original, 1 duplicate/photocopy)

4. Certification by the LCE/Personnel Officer that the activities/services cannot be provided by regular or permanent personnel of the agency (for first claim) (1 original/1 duplicate/photocopy)

5. Accomplishment Report (1 original, 1 duplicate/photocopy)

6. Approved DTR (2 copies)

Municipal Mayor’s Office - HRMO Municipal Mayor’s Office - HRMO Municipal Mayor’s Office - HRMO Municipal Mayor’s Office - HRMO Municipal Mayor’s Office - HRMO Municipal Mayor’s Office - HRMO


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute






2.2. Check


2.3. Check


2.4. Forward

voucher with supporting documents to the Municipal Accountant for approval or return it to claimant for lacking or

None

1 minute

1 minute

3 minutes

1 minute



1.4.3 Salary Differentials due to Promotion and/or Step Increment

erroneous supporting documents.



3.1. Sign approval



None 3 minutes

1 minute

1 minute




None 1 minute






Who may avail: Municipal officials and employees


1. Certified true copy of approved appointment in case of promotion or Notice of Salary Adjustment in case of step increment/salary increase.




2. Certificate of Assumption to duty. (1 original, 1 duplicate/photocopy)

3. Approved DTR or certification that the employee has not incurred leave without pay. (1 original, 1 duplicate/photocopy)

4. Certification by the LCE, in case of LGUs, that the promotion/step increment is still within the PS limitation prescribed under Section 325(a) of RA No. 7160. (1 original, 1 duplicate/photocopy)

Municipal Mayor’s Office - HRMO Municipal Mayor’s Office - HRMO Municipal Mayor’s Office - HRMO


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute



documents



2.2. Check

completeness

None 1 minute

1 minute

3 minutes




2.3. Check


2.4. Forward

voucher with supporting documents to the Municipal Accountant for approval or return it to claimant for lacking or erroneous supporting documents

1 minute



3.1. Sign approval

of voucher claim if complete and correct or return it to pre-audit section if

None 3 minutes

1 minute



1.4.4 Last Salary

documents are lacking or erroneous.


1 minute



None 1 minute








1. Clearance from money, property and legal accountabilities (1 original, 1 duplicate/photocopy)

2. Approved DTR

Municipal Mayor’s Office - HRMO Claimant




FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute



documents



2.2. Check


2.3. Check


None

1 minute

1 minute

3 minutes



2.4. Forward voucher with supporting documents to the Municipal Accountant for approval or return it to claimant for lacking or erroneous supporting documents.

1 minute



3.1. Sign approval



None 3 minutes

1 minute

1 minute




None 1 minute



1.4.5 Salary due to heirs of deceased employee




Type of Transaction: G2C – Government to Citizen

Who may avail: Legal heirs of deceased employee


1. Same requirements as those for last salary

2. Additional requirements:

Municipal Mayor’s Office - HRMO Municipal Local Civil Registry Office


2.1. Death Certificate authenticated by National Statistics Office (NSO) (1 original, 1 duplicate/photocopy)

2.2. Marriage Contract authenticated by NSO, if applicable (1 original, 1 duplicate/photocopy)

2.3. Birth Certificates of surviving legal heirs authenticated by NSO

2.4. Designation of next-of-kin (1 original, 1 duplicate/photocopy)

2.5. Waiver of right of children 18 years old and above (1 original, 1 duplicate/photocopy)

Municipal Local Civil Registry Office Municipal Local Civil Registry Office Municipal Mayor’s Office - HRMO Municipal Mayor’s Office - HRMO


PROCESSING TIME

PERSON RESPONSIBLE




audit section

None

1 minute

1 minute





2.2. Check


2.3. Check

correctness of amounts, dates, authorized signature and other details reflected in the voucher and

None

1 minute

1 minute

3 minutes



supporting documents.

2.4. Forward


1 minute



3.1. Sign approval



None 3 minutes

1 minute

1 minute




None 1 minute




1.5 Maternity Leave Republic Act No. 11210 and its Implementing Rules and Regulations prescribe the guidelines on Maternity Leave.




Who may avail: Female municipal officials and employees


1. Certified true copy of approved application for leave

Mayor’s Office (HR Section)


(2 duplicates/photocopies)

2. Certified true copy of maternity leave clearance (2 duplicates/photocopies)

3. Medical certificate for maternity leave (1 original, 1 duplicate/photocopy)

Mayor’s Office (HR Section) Health Office

4. Salary Payroll

5. Payroll Register (hard and soft copy)

6. Letter to the Bank to credit employees’ account of their salaries or other claims

7. Validated deposit slips

Accounting Office


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute



documents



2.2. Check

completeness

None

1 minute

1 minute




2.3. Check


2.4. Forward


3 minutes

1 minute



3.1. Sign approval of voucher claim if complete and correct or return it to pre-audit section if

None 3 minutes

1 minute



1.6 Allowance, Honoraria and Other Forms of Compensation 1.6.1 Personnel Economic Relief Allowance (PERA)

documents are lacking or erroneous.


1 minute



None 1 minute








Same requirements as those for payment of salaries (1.4.1.1)


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE




1.2. Forward to

pre-audit section

None

1 minute

1 minute



documents



2.2. Check


2.3. Check


2.4. Forward

voucher with supporting documents to the Municipal Accountant for approval or return it to

None

1 minute

1 minute

3 minutes

1 minute



claimant for lacking or erroneous supporting documents.



3.1. Sign approval



None 3 minutes

1 minute

1 minute




None 1 minute




1.6.2 Representation and Transportation Allowance (RATA)




Who may avail: Municipal officials and employees (SG-22 and above)


For Individual Claims 1. Copy of office order/Appointment

(1st payment) (1 original, 1 duplicate/photocopy)

2. Certificate of Assumption (1st payment)

Municipal Mayor’s Office - HRMO Municipal Mayor’s Office - HRMO



3. Certificate that the official/employee did not use government vehicle and is not assigned any government vehicle. (1 original, 1 duplicate/photocopy)

4. Certificate or evidence of service rendered or approved DTR. (1 original, 1 duplicate)

5. Certificate by the LCE, in case of LGUs, that the revised RATA rates is still within the PS limitation prescribed under section 325(a) of RA No. 7160 (for initial claim). (1 original, 1 duplicate/photocopy)

7. For General Claims 1. RATA Payroll (1 original, 1 duplicate)

2. Payroll Register (hard and soft copy).

3. Letter to the Bank to credit employees’

account of their RATA claims, if applicable.

4. Validated deposit slip, if applicable.

Claimant Claimant Municipal Mayor’s Office Municipal Accounting Office


PROCESSING TIME

PERSON RESPONSIBLE




audit section

None

1 minute

1 minute



documents


and proper authorization of disbursement

None

1 minute

Admin. Officer IV

MACCO


2.2. Check


2.3. Check



with supporting documents to the Municipal Accountant for approval or return it to claimant for lacking or erroneous supporting documents.

1 minute

3 minutes

1 minute




voucher claim if complete and correct or return it to pre-audit section if documents are lacking or erroneous.

None 3 minutes

1 minute

1 minute

Mun. Accountant

MACCO


1.6.3 Clothing/Uniform Allowance




None 1 minute








For Individual Claims 1. Certified true copy of approved

appointment of new employees. (2 duplicates/photocopies)

2. Certificate of assumption of new employees.

Municipal Mayor’s Office – HRMO Municipal Mayor’s Office - HRMO



3. Certificate of non-payment from previous agency, for transferees. (1 original, 1 duplicate/photocopy)

General Claims 1. Clothing/Uniform Allowance Payroll


2. Payroll Register (hard and soft copy)

3. Letter to the Bank to credit employees’ account of their salaries or other claims.

4. Validated deposit slips.

Municipal Mayor’s Office - HRMO Claimant’s Previous employer Municipal Accounting Office


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute



documents



2.2. Check


None

1 minute

1 minute



2.3. Check


2.4. Forward


3 minutes

1 minute



3.1. Sign approval


None 3 minutes

1 minute



1.6.4 Subsistence, Laundry Allowance

3.3. Forward

approved voucher claim to the releasing section for release to claimant.

1 minute



None 1 minute






Who may avail: Public Health Workers and Public Social Workers


1. Payroll of personnel entitled to claim subsistence, laundry and quarters allowance. (1 original, duplicate/photocopy)

2. Approved DTR.


Municipal Accounting Office Municipal Mayor’s Office-HRD


3. Authority to collect (for initial claim). (1 original, 1 duplicate/photocopy)



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute



documents



2.2. Check


2.3. Check


2.4. Forward

voucher with supporting

None

1 minute

1 minute

3 minutes

1 minute



documents to the Municipal Accountant for approval or return it to claimant for lacking or erroneous supporting documents.



3.1. Sign approval



None 3 minutes

1 minute

1 minute




None 1 minute




1.6.5 Productivity Incentive Allowance (PIB)



Type of Transaction: G2G - Government to Government



For Individual Claims 1. Certification that the performance

ratings for two semesters given to the personnel of the concerned division/office are at least satisfactory. (1 original, 1 duplicate/photocopy)

Municipal Mayor’s Office – HRMO


2. Certification from the legal office that employee has no administrative charge. (1 original, 1 duplicate/photocopy)

General Claims 1. PIB Payroll


2. List of personnel who were suspended either preventively or as penalty as a result of an administrative charge within the year for which PIB is paid, regardless of the duration (except if the penalty meted out is only a reprimand) (1 original, 1 duplicate/photocopy)

3. List of personnel dismissed within the year (1 original, 1 duplicate/photocopy)

4. List of personnel on Absent Without Official Leave (AWOL) (1 original, 1 duplicate/photocopy)

5. Certification that the performance ratings for two semesters given to the personnel of the concerned division/office are at least satisfactory. (1 original, 1 duplicate/photocopy)

6. Payroll register (hard and soft copy).

7. Letter to the bank to credit employees’ account of their PIB claims.

8. Validated deposit slips.

Municipal Mayor’s Office -Legal Office Section Municipal Accounting Office Municipal Mayor’s Office – HRMO Municipal Mayor’s Office – HRMO Municipal Mayor’s Office – HRMO Municipal Mayor’s Office – HRMO Municipal Accounting Office


PROCESSING TIME

PERSON RESPONSIBLE





audit section

None

1 minute

1 minute




and proper authorization of disbursement

2.2. Check


2.3. Check



None

1 minute

1 minute

3 minutes

1 minute


3. Wait for the approval of

3.0. Review None 3 minutes



1.6.6. Honoraria 1.6.6.1 Government Personnel involved in Government Procurement

Voucher. pre-audited voucher:


voucher claim if complete and correct or return it to pre-audit section if documents are lacking or erroneous.


1 minute

1 minute



None 1 minute






Who may avail: BAC Chair, members, technical working group


1. Office Order creating and designating the BAC composition and authorizing the members to collect honoraria (1 original, 1 duplicate/photocopy)

2. Minutes of BAC Meeting (2 duplicates/photocopies)

Municipal Mayor’s Office BAC Secretariat


3. Notice of award to the winning bidder

of procurement activity being claimed (2 photocopies)

4. Certification that the procurement involves competitive bidding (1 original, 1 duplicate/photocopy)

5. Attendance sheet listing names of attendees to the BAC meeting (2 photocopies)

BAC Secretariat BAC Secretariat BAC Secretariat


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute



documents



2.2. Check


2.3. Check

None

1 minute

1 minute

3 minutes




2.4. Forward


1 minute


3.0. Review pre-audited voucher

3.1. Sign approval of voucher claim if complete and correct or return it to pre-audit section if documents are lacking or erroneous.

None 3 minutes

1 minute



1.6.6.2 Governing Boards of Collegial Bodies


1 minute



None 1 minute






Who may avail: Municipal Officials and employees


1. Appointment / designation as member of the Board (1 original, 1 duplicate/photocopy)

2. Certification that the claimant is not an appointee to a regular position in the governing board of the collegial body who receives salaries, regular allowances and other benefits

Municipal Mayor’s Office Claimant



3. Minutes of meeting and Attendance Sheet as certified by the Board Secretary (1 original, 1 duplicate/photocopy)

Board Secretary


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.2. Forward to

pre-audit section

None

1 minute

1 minute



documents



2.2. Check


2.3. Check


None

1 minute

1 minute

3 minutes




1 minute



3.1. Sign approval



None 3 minutes

1 minute

1 minute




None 1 minute