Page 260 - Area 10 - Relevant Document
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Part 1- Administrative Manual


                   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:

                                                                     th
                   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.

                   4.3.9.1.2.  QUARTERLY REPORTS– On or before the 10  day of the following month unless otherwise
                                                                      th
                              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

                                                                   th
                   4.3.9.1.3.  ANNUAL REPORTS – On or before the 14  day of February of the   following year  unless
                              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
                   4.3.9.1.3.5.   Balance Sheet


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