For Payment of Cash Advance to defray expenses in the Official Travel
Office or Division: | Accounting Office | |||
Classification: | Complex | |||
Type of Transaction: | G2C – Government to Clients | |||
Who may avail: | UPLB Employees |
CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |||
Approved Travel Order (TO) | Applicant’s Office/ Unit | |||
Copy of approved PINK SHEET, copy of invitation | HRDO | |||
Itinerary of travel | Applicant’s Office/ Unit | |||
Promissory Note | Applicant’s Office/ Unit | |||
ORS/BURS for GF/RF | Budget Management Office / Accounting Office |
CLIENT STEPS | AGENCY ACTION | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
1. Accomplish requirements & submit to Accounting Office | 1.1 Stamp receive & encode in the docu-tracking system | None | 5 minutes | Jerick Cervantes– Senior Off. Asst. Ezekiel Q. Sapin- Senior Off. Asst. |
1.2 Receiving will sort DVs according to fund and nature of DV to forward to respective pre-audit | Jerick Cervantes– Senior Off. Asst. | |||
1.3 Forward to the Allotment and Control Section for pre -audit and control. | ||||
1.4. Pre-audit shall check propriety and validity of claim. 1.4.1. Checks completeness of documentary requirements. 1.4.2. Checks the computation of taxes to be withheld. 1.4.3. Record in the Payable, Pre-audit module in the UIS 1.4.4. Forward to fund controller | None | 15 minutes depending on the volume of DVs and other inquiries | Rowena R. Hernandez – Admin Assist V Rommel E. Medina – Admin Officer II Jeffrey C. Erasga – Admin Officer II | |
1.5. Fund Controller shall manually encode the Journalization in the face of DV 1.51. Check availability of funds 1.5.2. Enter Encumbrance in the JAO program | None | 10 minutes depending on the volume of DVs, POs and other inquiries | Irene Amatorio – Admin. Officer IV Ivy de Roxas – Admin Assistant IV Gemarie Doria – Admin Assistant III Ma Reann Cruz – Admin Assistant III Annichien Luares – Senior Off. Asst Rowenalyn Del Rosario -Accountant I Angeline Samaniego – Senior Off. Asst Winona Larios – Accountant I Jaivee Ann Meneses – Accountant I Rachelle Elbo – Junior Off Asst
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1.6. Fund Controller shall enter obligations and payables in the UIS program 1.6.1. Enter Encumbrance in the General Ledger – Budget Module, UIS program 1.6.2. Generate BURs number from the UIS 1.6.3. Enter, review and validate accounting entries in Payables Module, UIS 1.6.4. Forward to EDP section for posting accounting entries | None | 15 minutes depending on the volume of DVs, POs and other inquiries | ||
1.7. Staff shall Index details of the Cash Advance in the respective Ledger Card 1.7.1. Staff shall index deatils in the Excel File on the Schedule of Cash Advances | None | 15 minutes depending on the volume of DVs, POs and other inquiries | Winona Larios – Accountant I | |
1.8. Chief Accountant/ Officer-in-Charge shall sign in the Certify funds availability and approved through UIS. | None | 3 minutes | Joan E. Mendoza – Chief Accountant/ Officer-In-Charge of the day | |
1.8. Forward to the releasing staff to be delivered to concerned approving official | None | 3 minutes | Ezekiel Q. Sapin – Senior Off. Asst. | |
2. Route to next approver of the Disbursement Voucher | 2.1 Encode/ update docu-tracking system for outgoing DVs | Ezekiel Q. Sapin – Senior Off. Asst. | ||
TOTAL | 1 hour and 6 minutes |