Catholic Relief Services-USCCB

Proposed Chart of Accounts for Partners

Account
No. Account Name Description
Code
ASSETS
Local currency checking account used at a field office for the Partner’s overall local
1 1040 CASH IN BANK-(CRS Funds)
currency needs.
Used by Project Holder to make cash (non-check) payments of small amounts for
2 1070 PETTY CASH-(CRS Funds) which payment by check would not be efficient or cost effective. Account must be
kept on an imprest basis.

3 1212 ACCOUNTS RECEIVABLE - EMPLOYEES Amounts due from employees for amounts paid on their behalf by Project Holder.

The amounts issued by partners to sub-partners to provide them with the temporary
4 1231 PROJECT ADVANCES cash flow needed to fulfill their project responsibilities as per signed agreements with
CRS.All interest income earned by the CRS funds shall be added in this account.

Unliquidated amounts issued to PH employees for estimated expenses to be incurred

5 1291 TRAVEL ADVANCES
during approved business trips.

LIABILITIES

Amounts owed to vendors, government agencies, and employees for liabilities arising
during the normal course of business. Amounts due on installment purchases should
6 3011 ACCOUNTS PAYABLE
also be credited to this account. Excludes amounts owed to local governments for
taxes withheld or levied. Also excludes payroll-related liabilities to employees.

7 3011-01 SSS Payable

8 3011-02 Pag-IBIG Payable
9 3011-03 Philhealth Payable
10 3011-04 Withholding Tax Payable

11 3034 GRANTS PAYABLE The liability for all cash received from CRS to fund grant agreements.

EXPENSES
The compensation paid by partners to their employees and charged to CRS as project
expenses. Includes all wages, whether for hourly, daily, piecework, salaried, or
12 6151 PARTNERS' SALARIES
contract workers. Also includes thirteenth-month bonuses, approved overtime, and
other wage adjustments.
 All employee benefits and allowances, including the employer's portion of payroll
13 6152 PARTNERS' EMPLOYEE BENEFITS
taxes, paid by partners to or on behalf of their employees assigned to CRS' projects.

14 6153 PARTNERS' PROFESSIONAL FEES Consultants' fees and other professional fees.
All approved office expenses, including bank fees, stationery, office and computer
15 6154 PARTNERS' OFFICE EXPENSES
supplies, printing, and communications.
All approved facility maintenance costs including rent, utilities, cleaning supplies,
16 6155 PARTNERS' OCCUPANCY EXPENSES guard services, and repairs, where appropriate, associated with the operation of one
or more offices.
17 6156 PARTNERS' INSURANCE Insurance costs.
18 6157 PARTNERS' MAINTENANCE & REPAIR Maintenance costs on facilities and equipment, other than vehicles.
Domestic travel expenses. Includes the cost of meals or per diem, lodging, public
19 6158 PARTNERS' DOMESTIC TRAVEL & REPRESENTATION
transportation, and incidental costs incurred during approved trips.
All expenses associated with the operation of vehicles by partners. Includes operating
20 6159 PARTNERS' VEHICLE EXPENSE costs (such as fuel), replacement parts, and repairs. Also charge this account for the
cost to rent a vehicle for transport of partner employees.
Project materials and cost of all assets, regardless of unit cost, purchased by partners
21 6162 PARTNERS' PROJECT MATERIAL PURCHASES
from funds provided by CRS.
The cost of trainings conducted by partners. Includes the cost of training materials,
22 6163 PARTNERS' TRAINING EXPENSES instructors hired to conduct the trainings, and the rental of facilities in which the
trainings took place.

23 6164 PARTNERS' MONITORING AND EVALUATION EXPENSES Charges for all approved monitoring and evaluation expenses.
24 6165 PARTNERS' OTHER EXPENSES Approved expenses not covered under specific CRS partner expense accounts.
International travel expenses incurred by partners outside their home countries.
25 6167 PARTNERS' INTERNATIONAL TRAVEL EXPENSE Includes the cost of meals or per diem, lodging, public transportation, and incidental
costs incurred during approved trips.
Charges from an external auditor to examine a partner's financial or commodity
26 6169 PARTNERS' AUDIT FEES
management records.
Interest earned on liquid assets, such as checking and savings bank accounts,
27 5401 INTEREST INCOME - BANK ACCOUNTS certificates of deposits, and investments. Also includes amounts earned on
outstanding notes, accounts, or loans due from other parties.

28 4000 GRANTS PAYABLE - CONTRA

Account Type (Peachtree)

Cash

Cash

Accounts Receivable

Accounts Receivable

Accounts Receivable

Accounts Payable

Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable

Accounts Payable

Expense
Expense

Expense
Expense

Expense

Expense
Expense
Expense

Expense

Expense

Expense

Expense
Expense

Expense

Expense

Income

Equity Retained Earnings

 Subrecipient Financial Liquidation Report Template
Subrecipient’s Name: Subrecipient’s Address:

AD JESUM DEVELOPMENT FOUNDATION, INC. Clergy House Compound, Madang, Mati, Davao Oriental

Subrecipient’s Phone Number: Report Period: February 1-28, 2013

Project Title: CRS’ Project Number:
Project Paglaum: Typhoon Pablo Emergency Response 7761-8780113
Submission Date: 15-Mar-13 Currency: Philippine Peso
Name /Title of Report Preparer: Signature of Report Preparer:

Part I - Expenses by Accounts

CRS’ This Period Fiscal YTD Inception-to-date
A/C No. Account Name Actual Budget Variance % Actual Budget Variance % Actual Budget Variance %
6151 Salaries 24,000.00 24,000.00 - 100% 24,000.00 24,000.00 - 100% 24,000.00 24,000.00 - 100%
6152 Employee Benefits 1,440.00 1,440.00 - 100% 1,440.00 1,440.00 - 100% 1,440.00 1,440.00 - 100%
6153 Professional Fees 2,000.00 4,000.00 2,000.00 50% 2,000.00 4,000.00 2,000.00 50% 2,000.00 4,000.00 2,000.00 50%
6154 Office Expenses 2,800.00 5,000.00 2,200.00 56% 2,800.00 5,000.00 2,200.00 56% 2,800.00 5,000.00 2,200.00 56%
6155 Occupancy Expenses - - - - - - - - -
6156 Insurance - - - - -
6157 Maintenance & Repair - - - - -
6158 Domestic Travel / Rep. 4,000.00 4,000.00 0% 4,000.00 4,000.00 0% 4,000.00 4,000.00 0%
6159 Vehicle Expense 3,000.00 3,000.00 0% 3,000.00 3,000.00 0% 3,000.00 3,000.00 0%
6162 Project Materials - - - - -
6163 Training Expenses 4,050.00 7,000.00 2,950.00 58% 4,050.00 7,000.00 2,950.00 58% 4,050.00 7,000.00 2,950.00 58%
6164 M&E Expenses - 5,000.00 5,000.00 0% - 5,000.00 5,000.00 0% - 5,000.00 5,000.00 0%
6165 Other Expenses - - - - -
6167 International Travel - - - - -
6168 Aid to Participants - - - - -
6169 Audit Fees - - - - -
Total Expenses 34,290.00 53,440.00 19,150.00 64% 34,290.00 53,440.00 19,150.00 64% 34,290.00 53,440.00 19,150.00 64%

Part II - Outstanding Advance Balance for this Project

Opening balance for the report period per Subrecipient’s records -
Add: Advances received from CRS during this report period 325,000.00
Prior Unresolved unsupported, questioned or disallowed expenses (List below and describe) -

Deduct: Expenses for this report period (34,290.00)

Cash returned to CRS by subrecipient during the report period -
Ending balance for the report period per Subrecipient’s records 290,710.00

Part III - Certification Statement

I certify to the best of my knowledge and belief that this report is correct and complete and that all outlays and unliquidated obligations are for the purpose set forth in the
subagreement.

On behalf of: (Subrecipient Name)

By (Signature):
Printed Name:
Title:
Date:
 Part IV - Detailed Expenses for the Period

Document
Account
Date Particulars Reference Amount
Code
Cash Disbursement Vouchers
11/03/09 Payroll Nov. 4-15, 2009 CV 0001 6151 12,000.00
11/16/09 Professional Fee CV 0004 6153 2,000.00
11/16/09 Petty cash expenses/replenishment CV 0006 6154 2,500.00
11/26/09 Payroll Nov. 16-30, 2009 CV 0007 6151 12,000.00
11/16/09 SSS, Philhealth and HDMF Share CV 0010 6152 1,440.00

Cash Receipts Vouchers

11/21/09 Liquidation of Cash Advance-CV 0005 CRV 0001 6163 1,050.00
11/26/09 Liquidation of Cash Advance-CV 0002 CRV 0007 6163 3,000.00

Journal Vouchers
11/13/09 Bank charges for checkbook JV 0001 6154 300.00

TOTAL EXPENSES FOR THIS REPORT PERIOD 34,290.00

-
 Subrecipient Financial Liquidation Report Template jo
Subrecipient’s Name: Subrecipient’s Address: Ac
m

jo
Ap
m
Subrecipient’s Phone Number: Report Period: re
Project Title: CRS’ Project Number:
Farmer Alliances for Resource-Strengthening and 7761.8780113
Marketing (FARM)
Submission Date: Currency: Philippine Peso
Name /Title of Report Preparer: Signature of Report Preparer:

Part I - Expenses by Accounts

CRS’ This Period Fiscal YTD Inception-to-date
A/C No. Account Name Actual Budget Variance % Actual Budget Variance % Actual Budget Variance %
6151 Salaries - #DIV/0! - #DIV/0! - #DIV/0!
6152 Employee Benefits - #DIV/0! - #DIV/0! - #DIV/0!
6153 Professional Fees - #DIV/0! - #DIV/0! - #DIV/0!
6154 Office Expenses - #DIV/0! - #DIV/0! - #DIV/0!
6155 Occupancy Expenses - #DIV/0! - #DIV/0! - #DIV/0!
6156 Insurance - #DIV/0! - #DIV/0! - #DIV/0!
6158 Domestic Travel / Rep. - #DIV/0! - #DIV/0! - #DIV/0!
6159 Vehicle Expense - #DIV/0! - #DIV/0! - #DIV/0!
6162 Project Materials - #DIV/0! - #DIV/0! - #DIV/0!
6162-SO1 Project Materials - #DIV/0! - #DIV/0! - #DIV/0!
6162-SO2 Project Materials - #DIV/0! - #DIV/0! - #DIV/0!
6163 Training Expenses - #DIV/0! - #DIV/0! - #DIV/0!
6164 M&E Expenses - #DIV/0! - #DIV/0! - #DIV/0!
6165 Other Expenses - #DIV/0! - #DIV/0! - #DIV/0!
6169 Audit Fees - #DIV/0! - #DIV/0! - #DIV/0!
TOTAL - - - - - - - - -

Part II - Outstanding Advance Balance for this Project

Opening balance for the report period per Subrecipient’s records
Add: Advances received from CRS during this report period
Prior Unresolved unsupported, questioned or disallowed expenses (List below and describe)

Deduct: Expenses for this report period

Cash returned to CRS by subrecipient during the report period
Ending balance for the report period per Subrecipient’s records

Part III - Certification Statement

I certify to the best of my knowledge and belief that this report is correct and complete and that all outlays and unliquidated obligations are for the purpose set forth in the
subagreement.

On behalf of: (Subrecipient Name)

By (Signature):
Printed Name:
Title:
Date:
 Part IV - Detailed Expenses for the Period

Document
Account
Date Particulars Reference Amount
Code
Cash Disbursement Vouchers
11/03/09 Payroll Nov. 4-15, 2009 CV 0001 6151 12,000.00
11/16/09 Rental payment and staff meeting expenses CV 0002 6152 1,000.00
11/16/09 Car rental and meals during MOA signing CV 0004 6153 20,000.00
11/16/09 Petty cash expenses/replenishment CV 0006 6154 30,000.00
11/26/09 Payroll Nov. 16-30, 2009/Meals during meeting CV 0007 6155 400.00

Cash Receipts Vouchers

11/21/09 Liquidation of Cash Advance-CV 0005/Ck1347204 CRV 0001 6155 500.00
11/26/09 Liquidation of Cash Advance-CV 0002/Ck1347202 CRV 0007 6155 6,000.00

Journal Vouchers
11/13/09 Bank charges for checkbook JV 0001 6154 8,000.00

TOTAL EXPENSES FOR THIS REPORT PERIOD 77,900.00

Part V - Overall Budget and Flexibility Analysis

Variance
Account Account Name ITD Actual Overall Budget Remarks
Amount %
6151 Salaries - #DIV/0!
6152 Employee Benefits - #DIV/0!
6153 Professional Fees - #DIV/0!
6154 Office Expenses - #DIV/0!
6155 Occupancy Expenses - #DIV/0!
6156 Insurance - #DIV/0!
6158 Domestic Travel / Rep. - #DIV/0!
6159 Vehicle Expense - #DIV/0!
6162 Project Materials - #DIV/0!
6162-SO1 Project Materials - #DIV/0!
6162-SO2 Project Materials - #DIV/0!
6163 Training Expenses - #DIV/0!
6164 M&E Expenses - #DIV/0!
6165 Other Expenses - #DIV/0!
6169 Audit Fees - #DIV/0!
TOTAL - - -

joy.lipaopao:
Total ITD actual should be
the same with M37
(Inception-to-date Actual
total)
 Project Holder
7761.8780113-Project Name
For The Period:______________________
Cash Disbursement Book
Account Titles
Check (Credit) Debit
Check Account
Voucher Check No. Check Date Payee Particulars
Voucher No. Code Accounts Accounts
Date Cash in Bank TravelAdvance PH PH Salaries
Payable Receivable

TOTAL - - - - - -

Prepared By: Noted By:

______________________ _______________________
Finance Officer Executive Director

Page 9 of 59
 Project Holder
8780113-Project Name
d:______________________
isbursement Book
Account Titles
Debit

PH Travel PH Monitoring

- -

Page 10 of 59
 Project Holder
7761.8780113-Project Name
For The Period:___________________________
Cash Receipt Book
Account Title
Date Ref. Particulars Account Code Debit (Credit)
Cash in Bank Expenses AR_Employee Travel Advance Sundry Account

Page 11 of 59
 Account Title
Date Ref. Particulars Account Code Debit (Credit)
Cash in Bank Expenses AR_Employee Travel Advance Sundry Account
TOTAL - - - - -

Prepared By: Noted By:

______________________ _______________________
Finance Officer Executive Director

Page 12 of 59
 Project Holder
7761.8780113-Project Name
For the Period:_________________
JOURNAL BOOK
Account Titles
Debit Credit
Journal Journal Account
Particulars
Voucher Date Voucher No. Code PH Others PH Accounts Accounts
PH Salaries PH Travel TravelAdvance
Expens Monitoring Receivable Payable

TOTAL - - - - - - -

Page 13 of 59
 Account Titles
Debit Credit
Journal Journal Account
Particulars
Voucher Date Voucher No. Code PH Others PH Accounts Accounts
PH Salaries PH Travel TravelAdvance
Expens Monitoring Receivable Payable

Prepared By: Noted By:

______________________ _______________________
Finance Officer Executive Director

Page 14 of 59
 Social Action Center
Diocese of Antipolo
For The Period:________________________

Schedule of Advances and Receivables

Travel/Cash Advances Liquidation Excess Cash Return
Name Particulars Account Code JV/CRV JV/CRV Balance
CV Date CV No. Amount Date No.
Amount OR Date Amount

Activity advance re conduct of FB

Mr. A registration on Feb. 28, 2013 1212.01 20-Feb-13 CV 12-009 10,000.00 10,000.00

Travel cash advance on March 1-

Mr. A 7, 2013 1291.01 26-Feb-13 CV 12-019 1,710.00 1,710.00

Travel cash advance on February

Mr. B 1-7, 2013 1291.02 02-Feb-13 CV 12-001 1,500.00 12-Feb-13 JV 12-008 1,500.00 -

Travel cash advance on March 17-

Mrs. C 21, 2013 1291.03 28-Feb-13 CV 12-022 1,000.00 27-Feb-13 JV 12-010 800.00 27-Feb-13 200.00 -

-
-
-
-
-
-
-
-
-
-
-
-
-
TOTAL 11,710.00

Prepared By: Noted By:

______________________ _______________________
Finance Officer Executive Director

Page 15 of 59
 Social Action Center
Diocese of Antipolo
For The Period:________________________

Schedule of Payables
Payables Payments
Name Particulars Account Code Balance
JV Date JV No. Amount CV Date PCV/ CV # Amount
Accrual of 13th month pay for the
Ad Jesum 3011.01 28-Feb-13 JV 12-016 1,000.00 1,000.00
month of February, 2013
Mr. B 3011.02 -
Mrs. C 3011.03 -
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
TOTAL 1,000.00

Prepared By: Noted By:

______________________ _______________________
Finance Officer Executive Director

Page 16 of 59
 Project Holder
Pettycash Register
For the Month of June 2010

PH-Office
DATE PCV # PARTICULARS AR-Employee Travel Advance Accounts Payable PH Travel TOTAL
Expense
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
- - - - -

Prepared By: Noted By:

______________________ _______________________
Finance Officer Executive Director
 Name of Project Holder
FIXED ASSET REGISTER
As of February 28, 2013

Project Name:

Date of Description, model and serial Current Remarks (status & CV

Name of Supplier Location Qty UOM Purchase Value Useful Life Tag# Asignee
Acquisition number Market Value reference)

Digital Camera Canon

Good working condition
27-Feb-13 Digital Interface Power Shot !950 IS Davao City 1 unit 12,995.00 3 TP-2013-01 Mr. A (CV 12-035 dtd 2/27/13)
S/N:6222257117

Prepared By: Noted By:

______________________ _______________________
Finance Officer Executive Director

Page 18 of 59
 Project Holder

Project Information Sheet

Project Holder :
Project Name :
Starting Period :
Ending Period :
CRS Grant Amount :
Partner's Counterpart
Project Number :
Chairman of the Board :
Specimen Signature :
Executive Director :
Specimen Signature :
Project Coordintor :
Specimen Signature :
Finance/Bookeeper :
Specimen Signature :
Contact Person :
Designation :
Contact Number :
Office Address :
Office Contact Number :
Bank/Branch : BPI-
Bank Account Name* :
Bank Account Number :
DUNS Number :

*If the bank account name is in the name of a person/s, partner must submit a written
organization approval by using the said account name

(Signature over Printed Name)

CRS Project Coordinator
 Project Holder

Request for Fund Release

Date:

I hereby request the release of project funds in the amount of _______________________________

_____________________________________________________ only, to be charged to the project.
The requested amount will be expended in accordance with the attached workplan and operating
budget schedule for the month of April, 2013.

(Signature over Printed Name)

Executive Director

Counterpart: do not write below this line

Vendor Code:

DSPN:

Project Title:

Endorsed by: Recommended for approval by:

Project Coordinator Program Manager

Approved by:

HOO/Country Representative
 Page 21 of 59
Project Holder
Quarterly Budget
For the Quarter _________________ 2013

Fund Requirement
Budget Line Item Quarter
February March April Approved
Budget
ADMIN
Salaries
Program Coordinator -
Project Officer -
Community Organizer -
Bookkeeper -
Cashier -
Office Supplies -
Computer Maintenance -
Office Light & Water -
Office Space -
Communication -
Food & Transportation -
Sub-total - - - -
PROGRAM ACTIVITIES
Values Formation Training -
COP Seminar -
Good Governance -
Peace Assembly/Consultation & Plan -
Launching of Peace Communities -
Skills Training on conflict Res. & Dialoque -
Leadership & Documentaton Training -
Training at GPLC -
Policy & Strategy Formulation (H&S) -
Linkaging & Lobbying Work with NGO -
Kulintang Meeting -
Week of Peace (Peacebuilders Solidarity) -
Gardening -
Livestock/Fowl Raising -
Fruit Bearing tree Planting -
Quarterly/Monthly Staff Meeting -
Project Evaluation -
Sub-total - - - -

GRAND TOTAL - - - -

Prepared by: Approved by:

 Page 22 of 59
Fund Requirement
Budget Line Item Quarter
February March April Approved
Budget
Finance Officer Executive Director

MAJOR ACTIVTIES
1. Agri Technology 3-Rice Prod'n 2
Pest & disease nutrient mngt, hrvst
&post hrvst mngt (CRS to Partners)
2. Agri Technology 3-Rice Prod'n 2
Pest & disease nutrient mngt, hrvst
&post hrvst mngt (KFI to Cluster
Leaders)
sharing the technologies to their
3. Agri-Tech 3 -Rice Production 2
(Cluster Leaders to Cluster Members) cascading of agri-tech for rice
transfer on varieties of methods
4. Agri-Tech 5 - Cacao Management
and NRM Concept (NGO to Cluster emphasis on NRM practices to
Leader)
cluster leaders to accordingly
reinforce knowledge how to
5. Agri-Tech 4 - Coffee production
(Cluster Leaders to Cluster members)
Sub-Total
Project Holder
QUARTERLY WORKPLAN - FEBRUARY TO APRIL, 2013
Num. & Persons
OBJECTIVE/S TARGET DATE VENUE BUDGET Responsible Person EXPECTED OUTPUT
Involved
Agri-Extension Component
- to train and expose the
- trained facilitators have been
project staff and partner ATs on
equipped with fresh ideas and
how to manage pest & diseases,
9 Project Staff & 8 knowledge from the training. They are
apply appropriate nutrient April'13 C/O CRS 8,400.00 C/O CRS
ATs now prepared and confident to
management up to harvest and
download learnings to the cluster
post harvest in relation to NRM
leaders as expected.
recommended best practices.
- to download learned
technical knowledge on NRM
- capacitated cluster leaders are
practices in handling pest &
willing to adopt and share
disease, appropriate nutrient
130 New Cluster technologies learned. Expectedly,
management, harvest and post April'13 C/O KFI 104,000.00 MAEF, AT, BLGU
leaders there will be an increase of harvest
harvest management. -to
and income as they apply NRM
prepare cluster leaders in
methods.
cluster members.
- cluster members of rice have
understood comprehensively the
- to initiate level three (3) 620 Selected Cluster
Rice Farminng MAEF, AT, BLGU, technologies and atleast applied the
April'13 Members of new areas 43,400.00
Mun./community Cluster Leaders, LT new NRM learnings. Farmers will
production. only
have an increase of production and
testimonies of adoption and success.
- to facilitate technology-
- trained cacao cluster leaders
in cacao production with
17 Cluster Leaders of MAEF, ACDC, understood the training and commited
April'13 C/O KFI 13,600.00
Cacao MARS, LT to share learnings to their respective
cluster members.
improve cacao farming.
- trained coffee farmers have
adopted improved pratices and able to
- to conduct complete package
significantly increase production.
of training to cluster members
620 Cluster Members MAEF, AT, Nestle Transferred knowledge benefited the
on coffee production to help April'13 C/O KFI 43,400.00
of coffee Phil.s, LT coffee farmers and commitments are
coffee farmers improve farming
met constantly. There will be
practices.
testimonies of success and behavioral
change.
212,800.00
Page 23 of 59
 Num. & Persons
MAJOR ACTIVTIES OBJECTIVE/S TARGET DATE VENUE BUDGET Responsible Person EXPECTED OUTPUT
Involved

Marketing Component
- to revisit AE Plans and refine
- AE Plans and product commitment
when necessary for MAEF, MO., BLGU,
1. AE Plan Review April For arrangement 458 Cluster leaders 32,060.00 are finalized & understood by the
effective/successful marketing CL
members.
attempts.
- come up with a finalized black &
- to plan out/ discuss/ set-up
MAEF, MO., BLGU, white plan to be negotiated; agreed on
2. Pre-Buyers Negotiation marketing proposition before April For arrangement 46 Farmer Leaders 12,420.00
CL target buyers; prepared contigency
coming into buyer's negotiation.
plans

- to initiate negotiation with the - farmers are engaged in actual

identified buyers to determine MAEF, MO., BLGU, bargainning; understood the buyer's
3. Buyers Negotiation April, '13 Selected buyers 46 Farmer Leaders 12,190.00 protocols/procedures/standards.
the position of the farmers in CL
the process. Farmers gained advantage on the price
(incentives & services). Have decided
according to plan or contigency as
needed.
- test marketing is successfully
conducted as per plan./ Farmers are
- to initiate actual deliveries of 96 Farmers ( OCL & MAEF, MO., BLGU,
4. Test Marketing April'13 Selected buyers 21,120.00 able to gain additional income &
consolidated products. Overall MO CL
committed to market collectively
again.

- have reflected on the positive

- gather documentation of
positive and shortcomings of
the marketing engagement
5. Assessment Reflection
initiated. Thus, to make
improvements or if necessarily
review the AE Plans.
outcome of marketing activities to
replicate in the next engagement.
Likewise, assess to address the
MAEF, MO., BLGU,
April'13 All area 458 Clusters 22,900.00 challenges encountered to make
CL
necessary adjustment of strategies in
the AE Plan. Doumented the processes
that would enhance marketing
profitability.

Sub-Total 100,690.00

Monitoring & Evaluation

-to hold a frequent updatings

MAEF, MAO, CL, MAEF SWG Updates are regularly delivered to the
1. SWG and information dessimination April'13 per municipality 14,000.00
BLGU, MELO Members, LGU stakeholders.
with the working group.

Page 24 of 59
 Num. & Persons
MAJOR ACTIVTIES OBJECTIVE/S TARGET DATE VENUE BUDGET Responsible Person EXPECTED OUTPUT
Involved

To serve as venue to project Implementation strategies was

staff assessment on; level of
accomplishment vs.
2. Monthly Assesment
programmed activities, sharing
of techniques and strategies, and
reporting.
assessed including the quality outputs
of the one-month workplan.
April Tacurong sub office All project staff (x 3) 1,100.00 Project Staff
Strengthened relationship between and
among staff. Plan for the next month is
formulated.

- to gather household data to

determine the impact
status/generalization in
80 Randomly Selected MELO, Enumerators, - data collected are processed &
4. Household Survey connection to interventions April'13 Random 7,070.00
respondents Encoders, documentors analyzed by M&E unit.
done by the project and take
into account the progress from
the baseline level.

- perpective comparison of different

- to initiate a second round of
representation qualified the baseline
FGD to validate and qualify the
180 Respondents MELO, Enumerators, and HH survey results. The team has
5. Focus Group discussion (FGD) survey results and determine the April'13 Random 64,500.00
(average) Encoders, documentors utilized the data to strategize activities
level of impacts and changes of
as to maintain the track of hitting the
behavior attained.
track in the ProFrame.

Sub total 86,670.00

Overall Total 400,160.00

Page 25 of 59
 Project Holder
7761.8780113-Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project
For The Period:___________________________

Working Trial Balance

Transactions for the Month
Account Code Account Title Beginning Adjusted Balance
CDB CRB JB
ASSETS
1040 CASH IN BANK-(CRS Funds) - 49,700.00 327,000.00 300.00 277,000.00
1070 PETTY CASH-(CRS Funds) -
1212 ACCOUNTS RECEIVABLE - EMPLOYEES -
1291 TRAVEL ADVANCES -
LIABILITIES -
3011 ACCOUNTS PAYABLE -
3034 GRANT PAYABLES -
EXPENSES -
6151 PARTNERS' SALARIES -
6151-1 Partner's Salaries - PC
6151-2 Partner's Salaries - MELO
6151-3 Partner's Salaries - Technical Assistant
6151-4 Partner's Salaries - Bookkeeper
6151-5 Partner's Salaries - Finance Officer

6152 PARTNERS' EMPLOYEE BENEFITS -

6152-1 Partner's Employee Benefits - PC
6152-2 Partner's Employee Benefits - MELO
6152-3 Partner's Employee Benefits - Technical Assistant
6152-4 Partner's Employee Benefits - Bookkeeper
6152-5 Partner's Employee Benefits - Finance Officer

6153 PARTNERS' PROFESSIONAL FEES -

6154 PARTNERS' OFFICE EXPENSES -

6154-1 Office Supplies
6154-2 Communications

6155 PARTNERS' OCCUPANCY EXPENSES -

6156 PARTNERS' INSURANCE -

6157 PARTNERS' MAINTENANCE & REPAIR -

6158 PARTNERS' DOMESTIC TRAVEL & REPRESENTATION -

6158-1 Per Diem
6158-2 Transportation

6159 PARTNERS' VEHICLE EXPENSE -

6162 PARTNERS' PROJECT MATERIAL PURCHASES -

6162-1 Laptop
6162-2 Desktop

6163 PARTNERS' TRAINING EXPENSES -

6163-1 AE I Training
6163-2 AE 2 Training

6164 PARTNERS' MONITORING AND EVALUATION EXPENSES -

6164-1 Monthly staff meeting
6164-2 FB Registration

6165 PARTNERS' OTHER EXPENSES -

6167 PARTNERS' INTERNATIONAL TRAVEL EXPENSE -

6169 PARTNERS' AUDIT FEES -

Total - - - - -
 Partner's Name
7761.8780113-Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project
Balance Sheet
As of _________________

ASSETS
1040 Cash in Bank - CA# XX-XXXXXXX P 50,000.00
1070 Petty Cash Fund 1,000.00
1212 Accounts Receivable-Employee 12,300.00
1291 Travel Advances -
TOTAL ASSETS P

LIABILITIES AND EQUITY

Current Liabilities
3011 Accounts Payable P -
3034 Grants Payable 63,300.00
Total Current Liabilities P

Long Term Liabilities

-
Total Long Term Liabilities P

Total Liabilities

Capital
4000 Grants Payable-Contra P 63,300.00
Net Income (63,300.00)
Total Capital P

TOTAL LIABILITIES AND CAPITAL

Prepared by: Noted by:

Finance Officer Executive Director
ting (FARM) Project

63,300.00

63,300.00

63,300.00

63,300.00
 Partner's Name
7761.8780113-Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project
Balance Sheet
As of _________________

ASSETS
1040 Cash in Bank - CA# XX-XXXXXXX P 277,000.00
1070 Petty Cash Fund 3,000.00
1212 Accounts Receivable-Employee 11,710.00

TOTAL ASSETS P 291,710.00

LIABILITIES AND EQUITY

Current Liabilities
3011 Accounts Payable 1,000.00 P 1,000.00
3034 CRS-Fund Balance Beg. -
Less: Expense for the Month (34,290.00)
Add: Interest Income -
Add: Receive Funds 325,000.00
Fund Balance as End 290,710.00

TOTAL LIABILITIES P 291,710.00

EQUITY

TOTAL LIABILITIES AND EQUITY P 291,710.00

Prepared by: Noted by:

Finance Officer Executive Director

 Bank Reconciliation Statement
For the Month Ended February 28, 2013

Project Name : Project Paglaum: Typhoon Pablo Emergency Response Bank Name : Bank of the Philippine Islands - Mati

Project Holder : Ad Jesum Development Foundation, Inc. Bank Account No : 837-30938-99

Per Book Per Bank

Beginning Balance-2/1/13 - Beginning Balance-2/1/2013 -

Add: Receipts for the month 327,000.00 Add: Receipts for the month 325,000.00
Less: Disbursements for the month (50,000.00) Less: Disbursements for the month (47,500.00)

Unadjusted Balance-6/30/2010 277,000.00 Unadjusted Balance-6/30/2010 277,500.00

Reconciling Item/s: Reconciling Item/s:

Add: Unrecorded Interest Add: Deposit in Transit 2,000.00

Less: Unrecorded Bank Charge Less: Outstanding Checks (2,500.00)

Adjusted Balance 277,000.00 Adjusted Balance 277,000.00

Prepared by: Finance Staff Reviewed By: Executive Director

Exercise on Bank Reconciliation

Reconciling Items

Outstanding Checks
CV 003- Travel Advance 1,000.00
CV 009- Travel Advance 1,500.00
2,500.00

Interest Income

Deposit-in-transit 2,000.00
 Project Holder
Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project

No. CV-2012-001

CHECK VOUCHER

Date: 05-Jan-12

Payee: HEALTHY OPTIONS Check No.

Address: J.P. Laurel Avenue, Davao City Check Date: 05-Jan-12

Explanation Amount

Account Code Account Titles Debit Credit

- -
Prepared By: Checked By: Approved By: Posted By:

Signature over Printer Name Signature over Printer Name Signature over Printer Name Signature over Printer Name

Received Payment:

Date Received:

REMARKS:
 Project Holder
Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project

No. JV-2012-001

JOURNAL VOUCHER

Date: 05-Jan-12

Explanation Amount

Account Code Account Titles Debit Credit

- -
Prepared By: Checked By: Approved By: Posted By:

Signature over Printer Name Signature over Printer Name Signature over Printer Name Signature over Printer Name

REMARKS:
 Project Holder
Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project

No. CRV-2012-001

CASH RECEIPT VOUCHER

Date: 05-Jan-12

Payor: O.R. Number:

Address: O.R. Date:

Explanation Amount

Account Code Account Titles Debit Credit

- -
Prepared By: Checked By: Approved By: Posted By:

Signature over Printer Name Signature over Printer Name Signature over Printer Name Signature over Printer Name

REMARKS:
 CRS-USCCB
Philippine Program
PETTY CASH VOUCHER
Office:
Name of Payee: Date:
Amount in Words: P:

Donor Program Vendor

PURPOSE/PARTICULARS Project Number Account Code Amount
Source Area Code

Prepared by: Endorsed by: Verified by: Approved by: Received by: Paid by:

Employee Immediate Superior FM/FS HOO/PM Print Name/Sign Print Name/Sign

PCV No. ________

CRS-USCCB
Philippine Program
PETTY CASH VOUCHER
Office:
Name of Payee: Date:
Amount in Words: P:

Donor Program Vendor

PURPOSE/PARTICULARS Project Number Account Code Amount
Source Area Code

Prepared by: Endorsed by: Verified by: Approved by: Received by: Paid by:

Employee Immediate Superior FM/FS HOO/PM Print Name/Sign Print Name/Sign

PCV No. ________
 Project Holder
Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project

Request For Cash Advance

Date :
Pay to :
Amount :
Nature/Purpose :

Number of
Particulars Daily Rate Amount
Days

TOTAL

Prepared By: Approved By:

______________________ ________________________
Project Coordinator Executive Director
 Project Holder
Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project
For the Month of June 2009

Cash Advance Liquidation Form

Name: Date:
Activity: SWG meeting on Nov. 20, 2012 at
Date Particulars Ref. Account Code Amount

-
Grand Total
Cash Advance
Balance Due -

Prepared By: Reviewed by: Approved By:

Date: Date: Date:

 Project Holder
Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project
REIMBURSEMENT FORM

Name:_______________________ Date:_________________

Purpose:_________________________________________

Date Particulars Ref.# Account Code Amount

TOTAL -

Prepared By: Reviewed by: Approved by:

______________ _______________ ____________

Staff Finance Officer Executive Director
Name of staff:
Designation:

DATE PURPOSE OF THE VISIT PERSON/S MET

Prepared by:
Technical Staff

Page 41 of 59
Period Covered:
Date Prepared:

ACTIVITIES/HIGHLIGHTS OF THE VISIT/ ISSUES AND

APPLICATION/FOLLOW-UP ACTIONS
CONCERNS

Approved by:
Executive Director

Page 42 of 59
Project Holder Project Holder
7761.8780113-Project Name 7761.8780113-Project Name

ACKNOWLEDGEMENT RECEIPT ACKNOWLEDGEMENT RECEIPT

Date No. Date No.

Received from Received from

the amount of the amount of
(Php (Php )
in payment for in payment for

(For rental or Transportation indicate inclusive date, purpose, distance, inclusive ponts of travel (For rental or Transportation indicate inclusive date, purpose, distance, inclusive ponts of travel

PAYEE PAYEE

Name/Signature: Name/Signature:

Project Holder Project Holder

7761.8780113-Project Name 7761.8780113-Project Name

ACKNOWLEDGEMENT RECEIPT ACKNOWLEDGEMENT RECEIPT

Date No. Date No.

Received from Received from

the amount of the amount of
 (Php (Php )
in payment for in payment for

(For rental or Transportation indicate inclusive date, purpose, distance, inclusive ponts of travel (For rental or Transportation indicate inclusive date, purpose, distance, inclusive ponts of travel

PAYEE PAYEE

Name/Signature: Name/Signature:
 Project Holder
Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project

ATTENDANCE SHEET
Check To
Title of Program/Training/Meeting Specify
Type

Venue
Intended Participants
Sponsoring Group:
Date(MM/DD/YYYY) Time:
Printed Name Male Female Position/Title Unit/Agency Represented Signa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
 Printed Name Male Female Position/Title Unit/Agency Represented Signa
30
ject Holder
rengthening and Marketing (FARM) Project

NDANCE SHEET
Meeting
Orientation
Training

Time:
Signature
Signature
 Farmer Alliances for Resource Strengthening and Marketing (FARM) Project

Training Summary
To be filled-out by the facilitator (MAEF/ Agri Ext Workers/ Cluster Leaders/ AEC) during each training page-1

Date : _______________ Facilitator-Recorder: ________________

Province : _______________ Municipality: _______________ Barangay: _______________

Facilitated by: NGO Staff Cluster Leader Agri Extension Workers CRS Staff
(please check)

Target Participants Farmers Cluster Leaders Local Gov't Unit (LGU) Staff / Students
(please check) Agri Extension Workers

Training Topics
Trainings/Orientation on Agri Productivity (please check all topics covered)
Rice Coffee Cacao
Seed Selection Cultural Management Cultural Management

Land Preparation Harvest, PH and Value Add. Harvest, PH and Value Add.

Crop Establishment NRM NRM

Water Management Agroforestry Agroforestry

Nutrient Management ________________ ________________

Pest & Disease Management Vegetables Poultry

Harvest, PH and Value Addition ________________ __________________

NRM

________________________

Trainings/Orientation on Marketing /Agro-enterprise Development (please check all topics covered)

Intro to Marketing & Agroenterprise Clustering Steps 1 to 3 Clustering Steps 6 to 7
-Site selection, partnership bldg -Test Marketing
-PSA and Production Selection -Scaling-up
-Market Chain Study

Leadership & Values Clustering Steps 4 to 5 Clustering Step 8

-Cluster Formation -Cluster Strengthening
-Cluster Plan Formulation
Financial Management

Trainings/Orientation on Infrastructure/Equipment Use (please check all topics covered)

Rice Coffee Cacao
Production Equipment Production Equipment Production Equipment

Harvest/PH Equipment Harvest/PH Equipment Harvest/PH Equipment

Irrigation & Water System ___________________ ___________________

___________________

Vegetables Poultry

___________________ _________________

Note that even if the training sessions of the cluster leader to the farmer member may not be formal training sessions but informal
discussion with a group or with individual members, the tracking sheets should still be used. These should still be used even if the
Cluster Leader would conduct one-on-one coaching sessions with his members over a period of time.
 TATS, page-2
Farmer Alliances for Resource Strengthening and Marketing (FARM) Project
Attendance Sheet for Trainings
Facilitator:
__________________________
Training Title/Topic: __________________________________________________________
Date of Training FB Number Apelyido Pangalan M or F Pirma Cellphone Number
(mm/dd/yy) (clo NGO MELO) (minuldi/dili pinakatay) (minuldi/dili pinakatay) (Gender)

1
__________________ ______________________ ________________________ ______________________ ____ _________________ _________________

2
__________________ ______________________ ________________________ ______________________ ____ _________________ _________________

3
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

4
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

5
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

6
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

7
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

8
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

9
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

10
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

11
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

12
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

13
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

14
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

15
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

16
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

17
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

18
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

19
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

20
__________________ ______________________ ________________________ ______________________ ____ _______________ _______________

Notes for the Facilitator:

1.  Training participants who are unregistered or not recipients of any assistance from FARM Project should still have their attendance recorded.
2. The FB numbers assigned to registered farmers must be properly recorded in the Attendance Sheet to to keep track of the service count per farmer.

3. For Cluster Leaders who received mobilization funds, Improvised Receipts (IRs) or signed stubs should be submitted to the NGO/MAEFs as part of their
liquidation documents.

Summary of Number of Participants, By Type and By Gender (please fill-out completely)

No. of Farmers :
_____ Participants, By Gender For Non-Farmer Beneficiaries :

No. of Agri Ext Workers : _____ No. of Males : _____ No. of Males : _____

No. of Students : _____ No. of Females : _____ No. of Females : _____

No. of NGO staff : _____ Total : : Total :

Total : Noted by: ___________________________ ___________________________

signature over printed name signature over printed name
Assigned MAEF NGO Finance Officer
 TATS, page-3

Farmer Alliances for Resource Strengthening and Marketing (FARM) Project

Expense Summary Form - optional

Date : __________

This is to acknowledge the receipt of ________________________________________________

pesos (PhP_______________) for meals / snacks during the conduct of ____________________
____________________________________________________ on _______________________.

Items included in the cost are:

PARTICULARS AMOUNT
1
2
3
4
5
6
7
8
9
10

TOTAL

Received by: __________________________ Address Sitio/Purok : ______________

Signature over Printed Name Barangay : ______________
Municipality: ______________

For NGO Use only

Cluster Number:
c/o NGO MELO

Noted by: _________________________________

Assigned MAEF (Signature over Printed Name)
 Project Holder
Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project

Supplies/P&E/Service Request Form

Office: Supplies Request No.

Department: Purchase Request No.

Requested Date
Particulars/Description
QTY UNIT Needed
1 pc Retractable ballpen (blue) 04-Jun-12

Remarks:

Requested By: Approved By: Received by:

Date Requested: Date Approved: Date Received:

 Project Holder
Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project

Purchase Requisition Form

Office: Purchase Request No.

Department: Supplies Request No.

Requested Inventory Level

Particulars/Description
QTY UNIT QTY UNIT

Remarks:

Requested By: Approved By:

Date Requested: Date Approved:

 PASALI PHILIPPINES FOUNDATION, INC.
*Prk. 13B, Philam Avenue, Brgy. Fatima, General Santos City
7 (083) 552-1155 ý http://www.pasaliphilippines.org
Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project

REQUEST FOR PRICE QUOTATION

Supplier's Name:
Address:
Contact Person:
TIN:
Contact Information/Tel. No.:
Respectfully requesting your office for a price quotation on the items listed below:
Unit of Quoted Price
Item Brand / Description Qty. Total
Measure per Unit

Earliest delivery date: Total

Delivery Site: Add: Delivery/ Shipping Cost
Mode of Payment: TOTAL Cost (including delivery/shipping)
Check Payee
Full payment after _________ days.
Terms of Payment:
Others please specify:__________________________________________________________
Effective date of price quotation: From:_______________________ to _________________________________
Canvassed by: Date: Quoted by: Date:
Procurement Staff Supplier's signature over printed name
 PROJECT HOLDER
Farmer Alliances for Resource-Strengthening and Marketing (FARM) Project

REQUEST FOR QUOTE/BID

Supplier's Name:

Address:

Contact Person:

Contact Information/Tel. No.:

Item Description Qty. Unit Cost Volume Cost

Writing Notebook - 40/50 leaves 41,400

Writing Notebook - 80/100 leaves 41,400

Spiral Notebook - 40/50 leaves 51,000

Spiral Notebook - 80/100 leaves 51,000

Writing Pad Paper - Grade I 2,300

Writing Pad Paper - Grade II 2,300

Writing Pad Paper - Grade III 2,300

Writing Pad Paper - Grade IV 1,700

Intermediate Pad Paper - Grade V/VI 3,400

------------nothing follows---------------

Contact No.: 527-8331 to 33 Date: 11/6/09

Prepared by: Mos Espiritu Fax No. 527-4140
Delivery Sites: Plaridel,
Endorsed by: Bulacan and Antipolo City Date: 11/6/09

Approved by: Ryan Russel Date:

 Social Action Center of Antipolo
Counterpart Contribution Report
For the Month of _____________________

Particulars of Contribution
Date Name of Contributor Place/Activity Type Organization Duration Estimated Amount
4/1/10 William Alivio Sitio Calumpit-Repair of Housing Unit labor PH 3 days 1,500.00
4/1/10 Hannah Macapeges rice LGU 3 days 1,500.00
4/1/10 Crisanto Rosario labor Brgy Office 3 days 1,500.00
4/1/10 Loui Chin vehicle use 3 days 1,500.00
4/1/10 Jojo gasoline 3 days 1,500.00
4/1/10 Arnel Lagura 3 days 1,500.00
Total Counterpart Contribution for the month 9,000.00
Total Counterpart Contribution as of last month 27,000.00
Total Counterpart Contribution for the Project 36,000.00

Prepared by: Reviewed by: Approved by:

(Signature over printed Name) (Signature over printed Name) (Signature over printed Name)
Finance Officer Project Coordinator Executive Director
 TIMESHEET REPORT
Name: Location: Department: Period: Year: 2017

Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed
Activity/Project
16-Feb-17 17-Feb-17 18-Feb-17 19-Feb-17 20-Feb-17 21-Feb-17 22-Feb-17 23-Feb-17 24-Feb-17 25-Feb-17 26-Feb-17 27-Feb-17 28-Feb-17 Hours

Data Input 9 9
Preparation for the next project staff
5 3 8
meeting
Weekly Staff Assessment 5 5

Preparation for the Project Launching 9 12 30

Project Launching at Linamon 9 9

Project Launching at Kolambugan 15 15
Peer to Peer Facilitators Training 16 11 27
Community Work 14 14
Meeting the Youth Leader 9 9
Vacation 0
Sick Leave 0
Holiday 0
Other types of leave (please specify) 0
Total Hours 9 5 0 8 0 9 12 9 15 16 11 14 9 126

Employee's Signature Date Supervisor's Signature Date

If the form is completed by computer, the percentage column will automatically calculate. When completing the form manually, the percentage column should be calculated. To calculate
a percentage, divide the number of hours worked on a particular activity by the total hours worked and enter this amount in the percentage column