Accounting Office

(1) ISSUANCE OF CERTIFICATION FOR LOAN REPAYMENTS

      Service Essence. The municipal officials and employees are members of GSIS and Pag-Ibig Fund. For those applying for loans, they need to have certifications for their payments through payroll deductions of their loans with said agencies. It shall be the responsibility of the Office of the Municipal Accountant to issue the needed loan repayment certifications.

1. Processing Time. If the requirements are complete, this transaction shall be completed within thirty (30) minutes.

 

1. Clientele. Municipal employees/walk-in clients.

 

1. Requirement:

 

1. Request form (Accounting Office).

 

1. Availability of Service. During office days; Monday to Friday from 8:00 A.M.  to 5:00 P.M.   NO NOON BREAK.

 

1. Fees and Charges. The client shall pay the charges as mandated under the existing municipal tax ordinances.  However, no fees shall be collected from local   officials and employees of this municipality.

 

(g) Steps in Providing the Service:  

Step	Applicant/Client	Office/Activity	Duration of the Activity
1	Presents official receipt. Request for Certification	Sorts out data. Prepares the certification.	20 minutes
		Approves the Certification.	5 minutes
2	Receives the certification.	Records and releases certification.	5 minutes

 

(2) ISSUANCE/RELEASING OF ACCOUNTING RECORDS BEING INQUIRED

     

(a) Essence. The Office of the Municipal Accountant is the repository of financial records, especially records of funds released, loans paid and funds received and spent. The Office of the Municipal Accountant may open to the inquiring clients its records subject to certain requirements.   

1. Processing Time. If the requirements are complete, this transaction shall be completed within thirty (30) minutes.

 

1. Clientele. Municipal employees/walk-in clients.

 

1. Requirement:

 

1. Letter of Request Approved by the Local Chief Executive.

 

1. Availability of Service. During office days:   Monday to Friday  from 8:00 A.M.  to  to 5:00 P.M.  NO NOON BREAK.

 

1. Fees and Charges. The client shall pay the charges as mandated under the existing municipal tax ordinances.  However, no fees shall be collected from local officials and employees of this municipality.

 

(g) Steps in Providing the Service:  

 

Step	Applicant/Client	Office/Activity	Duration of the Activity
1	Proceeds to Accounting Office & submits the accomplished request form and letter of request approved by LCE.	Receives and reviews documents on records.	5 minutes
		Searches the requested documents or records.	20 minutes
2	Receives the requested documents/records.	Records and releases Approved Disbursement Vouchers.	5 minute

 

(3) PROCESSING OF DISBURSEMENT VOUCHERS

     

(a) Essence. No funds shall be disbursed without any approved disbursement vouchers. Before the disbursement voucher is approved, the required papers therefore shall be attached and be checked and scrutinized by the office concerned.     

 

(b) Processing Time. If the requirements are complete, this transaction shall be completed within twenty (20) minutes.

 

1. Clientele. Municipal employees/walk-in clients.

 

1. Requirements:

 

(1)  For procurement of Goods and Services:

(a)  Approved Equipment Job order (For Equipment Repair and Spare Parts) – 2 copies;

(b)  Approved Pre-repair Inspection Report (For Equipment Repair and Spare Parts) – 2 copies;

(c)  Attendance(For Catering Services/meals and snacks) – 1 copy (original);

(d)  Approved Purchase Request – 2 copies;

(e)  Approved Obligation Request – 3 copies;

(f)  Controlled Request for Quotation (for procurement through shopping) – 2 copy (at least 3 suppliers);

(g)  Bill of Quantities (for procurement through bidding) – 1 copy;

(h)  Minutes of Bidding (for procurement through bidding) – 2 copies;

(i)   Abstract of Bids as Read/Abstract of Bid as Calculated – 2 copies;

(j)   Controlled Purchase Order – 3 copies;

(k)  Approved Report of Waste Materials – 2 copies;

(l)   Approved Acceptance and Inspection Report – 2 copies;

(m) Charge Invoice/Delivery Receipts/Sales Invoice/Job Order Receipts – 1 copy (original);

(n)  Disbursement Voucher – 2 copies.                     

(2) For traveling Expenses and Per Diem:

(a)  Approved Travel Order – 1 copy (original);

(b)  Communication/Radio Message – 1 copy;

(c)  Itinerary of Travel – 2 copies(3 copies for cash advance);

(d)  Approved Obligation Request – 3 copies;

(e)  Bus Ticket/Plane Ticket/Shipping Ticket;

(f)  Reimbursement Expense Receipt (For motor hire);

(g)  Certificate of Appearance;

(h)  Disbursement Voucher – 2 copies.

(3) Payment of Fuel:

(a)  Approved Purchase Request – 2 copies;

(b)  Approved Obligation Request – 3 copies;

(c)  Approved Daily Fuel Consumption Report – 2 copies;

(d)  Driver's Trip Tickets – 2 copies;

(e)  Approved Acceptance and Inspection Report – 2 copies

(f)  Charge Invoice/Statement of Account/Sales Invoice – 1 copy (original).

(4) Payment for Cash Assistance:

(a)  Certificate of Illegibility – 1 copy;

(b)  Patient's Bill or Medical Certificate – 1 copy;

(c)  Approved Obligation Request – 3 copies;

(d)  Disbursement Voucher – 2 copies.

(5)  Payment to Contractor of Projects (Labor and Materials):

(a)  Approved Purchase Request – 2 copies;

(b)  Approved Obligation Request (If charged to General Fund) – 2 copies;

(c)  Bill of Materials and Detailed Cost Estimate for the Project – 2 copies;

(d)  Schedule of Works – 2 copies;

(e)  Minutes of Bidding – 2 copies;

(f)  Bill of Quantities – 1 copy;

(g)  Abstract of Bids as Read – 2 copies;

(h)  Notice of Award/Notice to Proceed – 2 copies;

(i)   Contract Agreement – 2 copies;

(j)   Purchase Order – 2 copies;

(k)  Statement of Work Accomplished – 2 copies;

(l)   Certificate of Turnover and Acceptance (for completed project) – 2 copies;

(m) Approved Acceptance and Inspection Report – 2 copies;

(n)  Charge Invoice – 1 copy (original);

(o)  Disbursement Vouchers – 2 copies.

 

1. Availability of Service. During office days:   Monday to Friday  from 8:00 A.M.  to  to 5:00 P.M.   NO NOON BREAK.

 

(f)  Steps in Providing the Service:  

 

Step	Applicant/Client	Office/Activity	Duration of the Activity
1	Proceeds to the Accounting Office. Submits the Disbursement Voucher’s together with the identified supporting documents.	Receives the Disbursement Voucher. Reviews the completeness and validity of the documents.	18 minutes
		Assigns Voucher numbers.		2 minutes
		Approves disbursement vouchers.		3 minutes
2	Receives the voucher. Proceeds to Municipal Treasurer’s Office.	Records and releases Approved Disbursement Vouchers.	2 minute