Process flow on payment of allowances and scholarship, and payroll of SA
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 | |||
Disbursement Voucher | Office of Student Affairs/ Office of the Universty Registrar/ Graduate School | |||
Certification on the Scholarship Grant | ||||
Copy of Form 5, Bank Deposit Slip | ||||
Payroll Summary for numerous claimants | ||||
ORs/BUR for GF/RF Fund | 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 | 3 minutes | Angelito Suministrado – Admin Aide II |
1.2 Indexes and checks computation | None | 10 minutes | Jefferson Q. Sancon – Admin Asst. II | |
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 1.4.3. Record in the Payable Pre-audit module in the UIS 1.4.4. Validate and initiate Approval in the UIS | None | 10 minutes – 60 minutes ( for SA payroll) depending on the number of scholars and other inquiries | Ma. Rhodora P. Violanta – Admin Officer IV | |
1.5. Fund Controller/ Accountant I 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 | 15 minutes depending on the number of scholars and other inquiries | Rowenalyn Del Rosario – Accountant I Gemarie Doria – Admin Asst. III Rodelyn Resuello – Accountant I | |
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 of accounting entries | None | 10 minutes depending on the number of scholars and other inquiries | Rowenalyn Del Rosario – Accountant I Gemarie Doria – Admin Asst. III Rodelyn Resuello – Accountant I | |
1.7. 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 | Angelito Suministrado – Admin Aide II | |
2. Route to next approver of the Disbursement Voucher | 2.1 Encode/ update docu-tracking system for outgoing DVs | Angelito Suministrado – Admin Aide II | ||
TOTAL | 54 minutes to 1 hour and 44 minutes |