PREPARATION OF THE ACCOUNTANT’S ADVICE FOR THE PREPARATION OF THE ACCOUNTANT’S ADVICE FOR THE CLIENT
Name of office and specific address, Tel. no. and name of head: Municipal Accounting Office (MACO)/1st Flr. Municipal Hall, Poblacion, Tuba, Benguet/444-82-55/ KURT JIM S. ALOS
Service Description: The Accountant’s Advice is a document issued by the Municipal Accountant addressed to the bank indicating which checks may be encashed. Checks presented without the advice shall not be honored by the bank for that reason as prescribed by the Commission on Audit.
Clients: Suppliers, Contractors and other Persons with claims against the Municipality
Requirements: Disbursement Voucher (DV) with the supporting documents (depending on transaction)
Schedule & time of Availability of Service: Mondays to Fridays – 8:00 – 12:00; 1:00 – 5:00
Fees: None
Total Processing Time: 5.95 minutes
HOW TO AVAIL OF THE SERVICE:
| STEP | APPLICANT/CLIENT | OFFICE ACTIVITY | RESPONSE TIME | PERSON-IN-CHARGE |
|---|---|---|---|---|
| 1 | Submits the check and Disbursement Voucher (DV) with the supporting papers. | Analyses the transaction and records it by accomplishing the Journal Entry Voucher (JEV) after ascertaining the proper accounts and codes to be used. | 3.00 minutes | Carlita V. Leon – AO IV – General Fund and – 20% Development Fund |
| 2 | Waits for the documents to be prepared | Examines whether the payee and the amount indicated on the check corresponds to that on the DV. If there is no discrepancy, the advice is prepared and the documents are forwarded to the municipal accountant. | 1.20 minutes | Available Staff |
| Reviews the journal entry and signs the JEV, then verifies whether the details on the advice corresponds to that on the check. The transaction is logged in the registry with the reference number indicated on the disbursement voucher. | 1.75 minutes | Kurt Jim S. Alos Municipal Accountant | ||
| 3 | Receives the advice with the other documents | Signs the advice and releases it with the other documents to the client. | ||
| 4 | Moves on to the Municipal Treasurer’s Office for the signing and release of the check. |
OTHER SERVICES
a) Preparation of Certifications such as availability of funds in trust funds and net pay of employees
b) Preparation of employee payrolls
c) Processing of liquidation of cash advances
d) Processing of mandatory and contracted remittances to Governement Owned and Controlled Corporations (GOCCs) and other parties
e) Reparation of financial reports required by other agencies and GOCCs
f) Processing of forms for the HMDF, GSIS and Philhealth for employee benefit claims
g) Preparation of the financial statements of the Barangays including the supporting schedules and depreciation of assets
REQUIREMENTS FOR THE PROCESSING OF CLAIMS FOR GOODS PROCURED
I. THRU SHOPPING1) Purchase Request (PR) | II. THRU BIDDING1) Purchase Request
|
REQUIREMENTS FOR THE PROCESSING OF CLAIMS FOR INFRASTRUCTURE PROJECTS UNDER BIDDING
1) Plans – Location Plan &/or Sketch &/or Construction
2) Program of Work
3) Detailed Estimate
4) Certificate of Availability of Funds (CAF)
5) Bids
6) Abstract of Bids
7) BAC Resolution Recommending Award
8) Notice of Award
9) Contract
10) Acknowledgement
11) Obligation Request (OBR)
12) Notice to Proceed (NTP)
13) Letter Request for inspection addressed to COA – acknowledged “received”
14) Inspection Reports
15) Certificate of Project Completion
16) Certificate of Acceptance
17) Contractor’s Affidavit
18) Status of Work Accomplishment (SWA)
19) Pictures – before, during and after
20) Warranty
21) Other documents required by the Municipality (When Applicable)
Note: Contracts worth One Million Pesos and above are required to undergo pre audit before payment.
Organizational Chart
