Page 52 - PARAMETER E

Part 1- Administrative Manual

4.3.8.4. Disbursements shall be covered by a disbursement voucher and obligations are paid either by check
or in cash;
4.3.8.5. Payments by checks are those obligations which are due to creditors for payment of deliveries of
supplies and services, advertisements, newspapers subscriptions, traveling expenses, seminar fees,
regular expenses such as light and power, telephone bills and other obligations payable to other
agencies;
4.3.8.6. Checks issued including those which are cancelled or voided are recorded chronologically in the
report of checks issued and cancelled and these reports are prepared monthly and by funds;
4.3.8.7. Payments by way of the ATM are those obligations such as salaries and wages, commutable
allowances and in some instances, payments of honoraria and other similar compensation benefits;
4.3.8.8. No payment of any nature shall be received by a collecting officer without immediately issuing an
official receipt in acknowledgment thereof;
4.3.8.9. The cashier shall deposit all intact collections as well as collections turned over to him/her by
designated collectors with the authorized depository bank daily or as the need so requires;
4.3.8.10. The cashier should prepare a report of collections and deposits and a copy of the report shall be

submitted to the Accounting Office;
4.3.8.11. The cashier shall also record in the cash book all collections received. The cash in treasury

account shall be debited with the collections received, and credited with the collections deposited
with the authorized depository bank; and
4.3.8.12. The Cash Section shall submit the following to the Accounting Section:

4.3.8.12.1. Reports of checks issued and cancelled – RCIC – All Funds – 101, 161, 164(3), Special Trust
Fund, Income Generating Projects and Trust Funds, MDS (A/P) on or before every last
working day of the month;
4.3.8.12.2. Reports of collection and deposit – RCD 101, 161, Special Trust Fund, Income Generating
Projects and Trust Funds not later than the last working day of the month;
4.3.8.12.3. Completed accountable forms to be submitted to COA every month; and
4.3.8.12.4. RCIC, RDDO, RCD shall also be submitted to COA.

4.3.9. Reports

The University shall submit the required reports to the different government agencies in
accordance with existing guidelines set forth, as follows:
4.3.9.1. Department of Budget and Management:

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4.3.9.1.1. MONTHLY REPORTS– On or before the 10 day of the following month unless otherwise
specified;
4.3.9.1.1.1. Pre-closing Trial Balance – Fund 101
4.3.9.1.1.2. Statement of Allotment Obligations and Balances– Fund 101
4.3.9.1.1.3. Charges to Accounts Payable (BAF 305) – Fund 101
4.3.9.1.1.4. Monthly report of disbursements.

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4.3.9.1.2. QUARTERLY REPORTS– On or before the 10 day of the following month unless otherwise
specified;
4.3.9.1.2.1. Statement of Allotment Obligations and Balances – By Project – Fund 101
4.3.9.1.2.2. Report of Actual Income – Fund 164
4.3.9.1.2.3. Quarterly financial report of operations
4.3.9.1.2.4. Physical report of operations

4.3.9.1.3. ANNUAL REPORTS – On or before the 14 day of February of the following year unless
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otherwise specified;
4.3.9.1.3.1. Pre-closing Consolidated Trial Balance
4.3.9.1.3.2. Statement of Accounts Payable (BAF 04) Fund 101
4.3.9.1.3.3. Post-closing Consolidated Trial Balance
4.3.9.1.3.4. Statement of Operations

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IFSU Code