SOP Library

SOP NO: FS-CS04

Mission: Corporate Administration

Area: Financial Services (FS)

Activity: Cashiering (FS-CS)

Title: Imprest Fund System (Cash with RDO)

Date Approved/Issued: 02/15/88

Date Effective: 03/01/88

Digest:

NFA operates in a system wherein the drawing accounts are specifically separated from the
cash collection accounts. The drawing accounts consist of several cash funds established to
finance particular operations or special projects. These cash funds are handled by the Regular
Disbursing Officers.

Because of the characteristics of cash-its small bulk for higher value, its lack of owner
identification and its immediate transferrability-plus the great number of transactions involving
this asset, we cannot overemphasize the importance of establishing systems and procedures
for its accounting and control.

An effective internal control system for cash enables responsible employees to accomplish
their work with accuracy and honesty. Thus, as a proven factor for effective cash fund
handling, NFA adopts the "Imprest Fund System".
 To provide operating guidelines to all concerned personnel, especially the Regular Disbursing
Officers, for the establishment, effective handling, accounting and control of cash funds.

The Imprest Fund System shall cover policies on all cash disbursements from the Imprest
Fund as handled by the Regular Disbursing Officer. It shall include the definition, fund
establishment, limitations, use and replenishments, and the corresponding accounting
treatment and necessary internal control procedures for the fund.

A. Definition of Terms

Imprest Fund System

B. Establishment of Imprest Fund

1. From the General Operations Fund (GOF) drawing account, an imprest fund for General
Operating Expenses (GOEF) shall be established under the accountability of the RDO
which shall defray all expenses payable in cash as follows:

a. General Operating Expenses

b. Supplies and Material Procurements

c. Cash-advances for special projects (for C. O. only)

2. The amount of the imprest fund ceiling shall be equal to the two-week estimated cash
disbursements of the office concerned.

3. Determination and approval of the imprest fund requirement shall be as follows:

a. For Central Office, the determination of the imprest fund requirement shall be a joint
responsibility of the Central Office Accounting Division (COAD) of the Directorate for
Accounting and Budget (DAB) and the Cash Division (CD) of the Directorate for
 Treasury and Fund Management (DTFM), recommended by the DAB/DTFM Directors
(for general operations expenses)/Director of the General Services Directorate (for
Supplies and Material Procurement)/Head of concerned Directorate (for special
projects). The fund requirement ceiling shall be approved by the Assistant
Administrator for Corporate Administration.

b. For field offices, the imprest fund requirement shall be determined jointly by the
Accountant and the Regular Disbursing Officer, recommended by the Assistant
Regional Director/Assistant Provincial Manager and shall be approved by the
Regional Director/Provincial Manager of the Regional and Provincial Offices,
respectively.

4. Should the amount of the fund become inadequate or more than the requirement of the
office concerned, the imprest fund ceiling shall be increased or decreased as the case
maybe, based on the recommendation and approval of the authorized officials as stated
above.

C. Accountability and Custody of the Imprest Fund

1. The Regular Disbursing Officer shall be responsible for the custody of the imprest fund
and the disbursement of the same. The imprest fund shall be the RDO's sole
accountability and as such he/she shall be responsible for its safekeeping. Cash on hand
shall be kept in safeboxes, the combination of which is known only to the Regular
Disbursing Officer.

2. The Regular Disbursing Officer shall observe proper custodianship of the imprest fund.
Personal funds shall be distinct and separate from the imprest fund as well as each fund
from one another, in case of multiple custodianship.

3. Disbursing Officers are accountable officers and therefore are mandated to render an
account of the funds entrusted to them in a manner and within the time prescribed by the
NFA. They are responsible for the funds in their possession or custody and are liable for
all losses resulting from the unlawful use or application of these funds and also for those
attributable to negligence in the keeping of funds.

4. No accountable disbursing officer shall be relieved from liability by reason of this having
acted under the direction of a superior officer in applying or disposing of the funds with
which he/she is chargeable, unless prior to that act, he/she notified the superior officer in
writing of the illegality of the application or disposition. The officer directing any illegal
payment or disposition of the funds shall be primarily liable for the loss, while the
disbursing officer who fails to serve the required notice shall be secondarily liable.

5. The Regular Disbursing Officer should be adequately bonded for it is inherent upon
his/her position/designation to hold cash accountabilities.

D. Regular Disbursing Officer

 1. The person designated as Regular Disbursing Officer should be a BSBA/BSC graduate
with at least 12 units in Accounting, preferably with an experience of one year or more in
handling of cash, a professional career service eligible, and must be of good moral
character.

2. The Regular Disbursing Officer shall be properly bonded in accordance with law (Fidelity
Bond) before assumption to duty. Subsequent cancellation of the bond shall be made
when the Regular Disbursing Officer ceases to act as one.

3. No accounting personnel in their permanent position be designated as Regular

Disbursing Officer or shall be allowed to handle cash accountability.

E. Disbursements Under the Imprest Fund

1, All cash disbursements shall be limited only to NFA officers and employees. Payments to
creditors shall always be in check, regardless of the amount.

2. Disbursements falling under the imprest fund shall be limited to the following:

a. General Operating Expenses

a.1 Wages and allowances of casual employees amounting to P1,000 and below
(F.O.)/regardless of amount (C.O.);

a.2 Overtime pay of employees amounting to P1,000 and below (F.O.)/regardless of

amount (C.O.);

a.3 All cash payments for travels amounting to P1,000 and below payable to
employees, except for the following:

a.4 Refunds payable to employees amounting to P500 and below payable to

employees, except for the following:

a.5 All other expenses amounting to P500 and below payable to employees, except
for the following:

a.5.1 All kinds of loans

a.5.2 Hospitalization claims
a.5.3 Honoraria
a.5.4 Pilotage
a.5.5 All reimbursements of SDO
a.5.6 Salary differentials

These shall be paid in checks through the usual voucher system.

 b. Supplies and Materials Procurement

b.1 Purchases of supplies and materials amounting to P2,000 and below. The
purchase must be immediate, necessary, lowest canvassed price, no credit
terms allowed and duly authorized;

b.2 Payment of Job Orders amounting to P2,000 and below. The job order must be
immediate, necessary, lowest canvassed price, no credit terms allowed and duly
authorized;

b.3 Payments of mailing costs amounting to P2,000 (C.O.)/P500 (F.O.) and below;

b.4 payment of freight costs (air and land) amounting to P10,000 (C.O.)/)2,000
(F.O.) and below;

b.5 All other emergency and petty purchases and expenditures amounting to P2,000
and below.

c. Special Projects (For Central Office only)

All payments/purchases necessary for the successful accomplishment of the Special

Project regardless of amount, but within the range of the project budget estimates,
duly authorized and approved.

3. Cash advances from the imprest fund shall be limited only to emergency expenditures
and/or petty cash purchases, regardless of amount, duly authorized and approved by the
Head of the Directorate/Office concerned. In no case shall cash advances be given for
personal purposes.

4. Travel expense vouchers amounting to more than P1,000 where the nature of the travel is
immediate and necessary and only one of the authorized check signatories is available.
This shall be allowed for cash payment from the General Operating Expenses Fund if duly
authorized and approved for cash payment by whoever of the authorized check signatory
officials who is available.

F. Basis for Payment from the Imprest Fund

1. All cash payments from the imprest fund shall be based on cash disbursement vouchers
duly approved, pre-audited or post-audited (to follow implementing guidelines on COA
Circular 76-26) and properly supported by documents.

2. All cash advances granted out from the imprest fund shall be evidenced by cash advance
slip duly authorized and approved by the Head of the Directorate/Office concerned.
(Central Office shall follow the SOP on Granting, Liquidation and Accounting for Cash
Advances).
G. Cash Advances at the Field Offices

1. Cash advances under this SOP refers to those granted out of the imprest fund of the
Regular Disbursing Officer to authorized employees for emergency and petty cash
purchases and other expenditures.

2. The accountability for the cash advance transferred shall still remain with the Regular
Disbursing Officer until such time when a transfer of the accountability is effected due to
the failure of the personnel concerned to liquidate the cash advance.

3. Request for cash advances for purchase of supplies and materials should be supported
by an itemized listing of supplies and materials to be purchased indicating corresponding
P.O./RIV No. certified by the Head of Office concerned. This shall be used for reference
purposes and shall be attached to the liquidation voucher together with the cash advance
slip.

4. Cash advances shall be documented thru the use of the Cash Advance Slip (Exhibit 1)
which shall be prepared in three (3) copies distributed as follows:

Copy 1 - Regular Disbursing Officer

2 - Employee concerned
3 - COA (to be attached to the liquidation voucher)

Provided in the cash advance slips are the following:

4.a Authorization

This shall be signed approved by the Head of Office addressed to the Regular
Disbursing Officer authorizing a particular employee to draw a cash advance for a
specified amount and purpose to be liquidated within five (5) working days from
receipt of the cash advance.

4.b Acknowledgment

This portion as signed by the employee concerned shall attest to the receipt of cash
from the Regular Disbursing Officer. Also reflected is the promise of the employee to
liquidate the cash advance within a specific period and in case of failure to liquidate,
the authorization to the Regular Disbursing Officer to effect corresponding deductions
from the allowance due the employee.

4.c Liquidation

This shall be filled-up and signed by the Regular Disbursing Officer when the
concerned employee liquidates the cash advance. This shall release the concerned
employee from the accountability of the cash given by the Regular Disbursing Officer.
It shall serve as record of liquidation also for the Regular Disbursing Officer.
5. Cash Advances shall be duly approved as follows:

Regional Office - Regional Director

Provincial Office - Provincial Manager

In the absence of an official signatory, the official next lower-in-rank can execute the
required action when properly authorized by the official concerned.

6. Cash advances drawn by authorized personnel should be liquidated on or before the date
specified on the cash advance slip. Liquidation consists of actual disbursements as
supported by receipts and documents required by accounting and auditing rules and
regulations and refund of the remaining cash, if any, to the Regular Disbursing Officer.

7. In case the employee concerned fails to liquidate the cash advance drawn from the
accountability of the Regular Disbursing Officer when due, the following shall be effected to
ensure the immediate settlement.

7.a Notice to Liquidate (Exhibit 2)

This shall be prepared in two (2) copies (copy 1 - employee; copy 2 - Regular
Disbursing Officer) by the Regular Disbursing Officer after (5) working days from the
due date of liquidation. This shall be signed by the Head of Office concerned. This
shall serve as a reminder to the employee of the overdue cash advance and a
notification that such should be liquidated on or before the date specified therein,
otherwise the amount shall be deducted from the allowance due the employee. Also,
provided in the notice is the suspension for further granting of cash advance to the
employee until the outstanding account is settled.

7.b Transfer of Accountability

If the employee still fails to make the required liquidation, the RDO shall be relieved of
the corresponding cash accountability. A transfer of accountability from the RDO to
the employee concerned shall be effected by the accountant thru Journal Voucher.

7.c Notice of Deduction (Exhibit 3)

This shall be sent by the accountant to the employee concerned informing about the
transfer of accountability from the RDO to the employee's account and the deduction
to be made to settle the unliquidated cash advance. This shall be prepared in two (2)
copies (Copy 1 - employee' copy 2 - Finance Section). After full settlement of the
account, corresponding credit memorandum shall be issued.

8. Settlement of outstanding cash advance shall be made only in a single payroll period.
However, if the net pay of the employee is lesser than the total allowance due the
employee, the amount to be deducted shall be equal to the employee's net pay. If in case
 the net pay is greater than the sum total of the allowances, the amount to be deducted
shall be to extent of the total allowances. Unsettled balance if any shall be deducted in
the succeeding payroll subject to the same constraint.

An illustration is provided below:

Case A Case B Case C

Total Allowance P490.00 P490.00 P490.00

Net pay before cash advance

deduction P530.00 P530.00 P300.00

Outstanding cash advance P400.00 P600.00 P500.00

Amount deductible P400.00 P490.00 P300.00

====== ====== ======

The unsettled cash advance under Cases B and C shall be deducted in the next payroll.

9. In case the concerned employee submits the required liquidation papers after the
deduction had been effected, he shall be entitled to the refund of the deducted amount
based on the liquidation made thru the usual disbursement voucher system.

10. A cash advance unliquidated after the specified number of days indicated in the cash
advance slip, shall be penalized by charging an interest of 1.5% per month. The interest
shall be based on the total outstanding cash advance balance of the personnel concerned.

The same provision shall apply to cash advances taken by Central Office personnel.

11. Upon transfer of accountability from the RDO to the employee concerned, the fund ceiling
for the imprest fund is simultaneously depleted and so, there is a need to grant an
additional cash advance in order to return the fund into its approved ceiling. A
disbursement voucher ( a separate voucher from the usual replenishment voucher) shall
be prepared and approved to increase the imprest fund to its original ceiling with a copy of
the journal voucher transferring the accountability attached as its supporting document.

H. Replenishment of the Imprest Fund

1. The replenishment of the imprest fund, on a per fund basis, shall be made whenever the
cash balance is low and every last day of the month (mandatory requirement to establish
the monthly accountability of the RDO).

2. The replenishing check voucher shall be prepared by the RDO based on the total cash
voucher paid, whether pre-audited or post-audited, as recorded in the cashbook. This
 shall be supported by the List of Daily Paid Vouchers for the period covering the
replenishment.

3. The replenishing check voucher shall liquidate partially the accountability of the RDO
corresponding to the total amount of cash disbursements being presented for
replenishment and accordingly renew the cash advance of the RDO. The amount of the
check in process plus the cash on hand at the end of the month shall be equal to the
imprest fund ceiling. This shall serve as one factor of control for the DAB/Accountant to
see to it that the imprest fund system is followed.

4. The replenishment check voucher shall be processed following the usual voucher
processing system.

I. COA Disallowances and Settlement

1. Disallowances by COA Auditor for disbursements made from the GOE imprest fund shall
be chargeable against the payee employee, care of the approving officer and the
disbursing officer. The payee employee shall be bound to refund the amount disallowed
otherwise, the approving officer and disbursing officer shall be obliged to make the
restitution.

2. The employee who drew the cash advance from the RDO (from SMPF/SPF imprest fund)
shall be primarily liable for any COA disallowances, and not the RDO, being the party who
actually disbursed the fund. Likewise, the authorizing official in the cash advance slip is
jointly and solidarily liable with the person primarily accountable therefor.

3. Upon receipt of the Auditor's Notice to Persons Liable and there is no intention to make an
appeal, the person liable can voluntarily restitute the amount disallowed thru direct
payment to the authorized collecting officer for which an official receipt shall be issued.

The grace period shall be 30-days from receipt of the notice. After the lapse of this period
and still no payment had been made by the person liable, the amount shall be deducted
immediately and fully, if possible, in the succeeding payroll period.

Cash settlement of disallowances shall not waive the right of the authorities to pursue any
other legal actions (criminal, civil, administrative case) against the liable party.

J. Internal Control and Monitoring

1. All paid cash disbursement vouchers from the imprest fund, including all supporting documents, shall
be stamped "PAID" by the RDO immediately upon payment.

2. Regular Disbursing Officers shall maintain one cashbook for each imprest fund account to record
the transactions involving cash handled by them. Entries in ink shall be made daily. The cash
on hand shall be balance with the cashbook daily, carrying forward the ending balance as the
 beginning balance of the cash on hand the following day. The cashbook shall have the
following columns:

a. Date - to record the date payments were made and cash advances/replenishments
were received.

b. Voucher number - to record each numbered vouchers paid for the day.

c. Payee - to record name of personnel receiving payment.

d. Nature of payment - to record the purpose of disbursement.

e. Debit column - to record the amount of cash advances/replenishments received per

voucher.

f. Credit column - to record the amount of cash disbursed per voucher.

3. The Accountant shall prepare a monthly reconciliation statement on the cashbook balances as
against the subsidiary ledger balances and the cash on hand per RDO. This shall be done at
the end of each month to set-up the accountability of the RDO.

4. Regular Disbursing Officers shall prepare and submit daily to the accounting section a List of Daily
Paid Vouchers (Exhibit 4) covering cash payments made for the day together with the original
copies of all paid vouchers and their supporting documents. The report shall be prepared in
four (4) copies distributed as follows:

Copy 1 - COA
2 - DAB (C.O.)/Financial Section (F.O.)
3 - to be attached to the replenishing check voucher (RDO)
4 - File (RDO)

5. Internal audit and/or surprise cash count shall be conducted at irregular intervals by the Internal
Auditing Directorate (IAD)/Accountant/COA to check on the existence of the imprest fund
account as handled by disbursing officers.

6. Disbursing officers shall be denied access to or given responsibility over accounting records related
to cash. Disbursing Officers shall not be assigned any bookkeeping functions, likewise,
accounting personnel shall not be assigned any cashiering functions.

7. No accountable officer shall be transferred or permitted to resign/retire unless he/she has cleared
himself/herself of his/her present accountabilities.

8. Disbursements from the imprest fund shall be in accordance with the guidelines set in this SOP. An
imprest fund established for a specific purpose shall not be used to cover payments for
another imprest fund in case the latter is not available. Likewise, imprest fund shall not be
used to encash check payments of any kind, neither engage in any banking functions.
9. Cash overages which cannot be satisfactorily explained by the RDO shall accrue to the NFA as
miscellaneous income and a corresponding official receipt shall be issued thereof.

Cash shortages shall be set-up for collections from the RDO either thru immediate restitution or
salary deductions depending upon the decision of the authorized officials.

K. Reiterate of related Policies on Cash Advances

1. A cash advance should only be granted for a legally authorized specific purpose. The cash advance
shall not be used for exchanging warrants or checks and no part thereof shall be transferred
to any other accountable officer without the prior approval of the authorized officials. No
additional cash advance should be granted unless the previous one is settled or an accounting
thereof is made.

2. A cash advance shall be reported on and liquidated as soon as the purpose for which it was given
has been served.

3. Under no circumstances shall a cash advance be allowed to remain unliquidated at the end of the
fiscal year even if the office or employee concerned should again need the cash advance.

4. When a cash advance is no longer needed or has not been used for a period of one (1) month, the
same should be returned to or deposited immediately with the agency's collecting officer. It
shall be the responsibility of the accountable officer to inform the officials concerned of such
situations. The concerned officials, in turn, shall authorize the return of the cash advance.

5. Once every six (6) months, or at the end of June and December of each year, a complete liquidation
of all cash advances in the hands of Disbursing Officers should be made and new ones given
upon written application thereof, except in cases where the continuance thereof is extremely
necessary as certified to by the Head of the Directorate of Office concerned.

L. Accounting Treatment

1. Establishment of the Imprest Fund:

a. Cash/Check Register Journal

DR: Cash with RDO xxx

CR: Cash-Other Banks, Current xxx

b. Voucher Register Journal

- Memo Entry-

2. To record replenishment of the Imprest Fund:

 a. Cash/Check Register Journal

DR: Cash with RDO xxx

CR: Cash-Other Banks, Current xxx

b. Voucher Register Journal

DR: Appropriate Expense Account xxx

CR: Vouchers Payable xxx

3. To record list of daily paid vouchers on the Cash and Check Register Journal (CCRJ):

DR: Vouchers Payable xxx

CR: Cash with RDO xxx

4. To record changes in the imprest fund ceiling:

a. Increase in fund ceiling:

DR: Cash with RDO xxx

CR: Cash in Bank xxx

b. Decrease in fund ceiling:

DR: Cash with Collecting Officer xxx

DR: Cash with RDO (xxx)

5. To take up transfer of cash accountability from the RDO to the employee concerned:

DR: Receivables-Miscellaneous Claims

Receivables-Others xxx
DR: Cash with RDO (xxx)

No entry shall be made to record the cash advance granted out of the imprest fund of the RDO until
a transfer of cash accountability is made due to the failure of the employee to make the
required liquidations.

6. To take up payroll deduction of unliquidated overdue cash advance from the employee concerned
after transfer of cash accountability has been effected:

DR: Salaries and Wages xxx

DR: Allowances xxx
CR: Receivables-Miscellaneous
Claims Receivables-Others xxx
CR: Other Deductions xxx
CR: Vouchers Payable xxx
7. To take up refund of amount deducted from the payroll upon submission of required documents:

DR: Appropriate expense Account xxx

CR: Vouchers Payable xxx

8. To take up cash overage on imprest fund of RDO as a result of cash examination:

DR: Cash with Collecting Officer xxx

CR: Miscellaneous Income xxx

9. To take up cash shortage on imprest fund of RDO as result of cash examination:

DR: Receivables-Miscellaneous-Claims
Receivables-Others xxx
DR: Cash with RDO (xxx)

A. Assistant Administrator for Corporate Administration

Approves the imprest fund ceiling requirement to be established and handled by the RDO for
the Central Office and any increase/decrease therein as provided in this SOP.

B. Director, DTFM

1. Recommends the approval of, together with the DAB Director, the amount of the
General Operating Expenses Fund ceiling requirement for the Central Office.

2. Ensures the Central Office disbursing officers' compliance to the policies provided
herein as to the handling of imprest fund.

3. Notes on the Authorization portion of the Cash Advance Slip.

C. Director, DAB

1. Recommend the approval of, together with the DTFM Director, the amount of the
General Operating Expenses Fund ceiling requirement for the Central Office.

2. Ensures compliance to the accounting policies provided herein.

D. Director, GSD

1. Recommends for approval the amount of the Supplies and Materials Procurement Fund
ceiling requirement for the Central Office.
 2. Authorizes the granting of cash advance out of the Supplies and Materials Procurement
Fund.

3. Responsible for the prompt liquidation of said cash advance and liable together with the
employee primarily accountable, in case no settlement is made.

E. Director, Directorate Concerned

1. Recommends the approval of the amount of the Special Projects Fund ceiling
requirement for the Central Office.

2. Authorizes the granting of cash advance out of the Special Projects Fund.

3. Responsible for the prompt liquidation of said cash advances and liable together with
the employee primarily accountable, in case no settlement is made.

F. Regional Director

1. Approves the imprest fund ceiling requirement to be established for the Regional Office
and any increase/decrease therein.

2. Authorizes the granting of cash advance out of the General Operating Expenses Fund of
the Regional Office.

3. Responsible for the prompt liquidation of said cash advance and liable together with the
employee primarily accountable, in case no settlement is made.

4. Approves replenishment of the imprest fund under the Regular Disbursing Officer.

5. Signs the Notice to Liquidate and Notice of Deduction as prepared by the Regular
Disbursing Officer and the accounting personnel, respectively.

6. Ensures the Regional Office Disbursing Officers' compliance to the policies provided
herein as to the handling of the imprest fund.

G. Assistant Regional Director

1. Recommends the approval of the amount of the imprest funds ceiling requirements for
the Regional Office.

2. Assists the Regional Director in the discharge of his functions and responsibilities.

H. Provincial Manager
 1. Approves the imprest fund ceiling requirement to be established for the Provincial Office
and any increase/decrease therein.

2. Approves replenishment of the imprest fund under the Provincial Disbursing Officer.

3. Authorizes the granting of cash advance out of the General Operating Expenses Fund
of the Provincial Office.

4. Responsible for the prompt liquidation of said cash advance and liable together with the
employee primarily accountable, in case no settlement is made.

5. Signs the Notice to Liquidate and Notice of Deduction as prepared by the Provincial
Disbursing Officer and the accounting personnel, respectively.

6. Ensures the provincial office disbursing officers' compliance to the policies provided
herein as the handling of the imprest fund.

I. Assistant Provincial Manager

1. Recommends the approval of the amount of the imprest funds ceiling requirements for
the provincial office.

2. Assists the Provincial Manager in the discharge of his functions and responsibilities.

J. Chief, Cash Division, DTFM

1. Determines jointly with the Chief, Central Office Accounting Division, DAB the amount
of the imprest fund requirements of the Central Office.

2. Supervises the handling and disposition of the imprest fund.

3. Notes the List of Daily Paid Vouchers as prepared by the Regular Disbursing Officer.

K. Chief, Central Office Accounting Division, DAB

1. Determines jointly with the Chief, Cash Division, DTFM the amount of the imprest fund
requirements of the Central Office.

2. Checks compliance to the accounting policies by the Regular Disbursing Officer as

provided herein.

3. Verifies the correctness of the List of Daily Paid Vouchers as prepared and submitted
by the Regular Disbursing Officer.

4. Records transactions involving imprest funds in accordance with the accounting policies
herein provided.
 5. Reconciles monthly, the cashbook balances with the subsidiary ledger, balances and
cash on hand per RDO. Establishes the monthly accountability of the Regular
Disbursing Officer.

6. Responsible for the reclassification of accounts (transfer of accountability) and

preparation of required Notice of Deduction and List of Accounts to be settled thru
payroll deduction. Effects authorized payroll deductions and issues corresponding
Credit Memorandum.

7. Forwards List of Daily Paid Vouchers and supporting documents to COA for post-audit.

L. Regional/Provincial Accountant

1. Determines jointly with the RDO, the amount of the imprest fund ceiling requirements of
the field office concerned.

2. Supervises the handling and disposition of the imprest fund for field offices.

3. Checks compliance to the accounting policies by the RDO as provided herein.

4. Verifies the correctness of the List of Daily Paid Vouchers as prepared and submitted
by the RDO.

5. Records transactions involving imprest funds in accordance with the accounting policies
herein provided.

6. Reconciles monthly, the cashbook balances with the Subsidiary Ledger balances and
cash on hand per RDO. Establishes the monthly accountability of the RDO in the field
offices.

7. Responsible for the reclassification of accounts (transfer of accountability) and

preparation of required Notice of Deduction and list of accounts to be settled thru
payroll deduction. Effects authorized payroll deductions and issues corresponding
credit memorandum.

8. Supervises the processing of claims for cash advances and liquidation vouchers.

9. Forwards List of Daily Paid Vouchers and supporting documents to COA for post-audit.

M. Regular Disbursing Officer

1. Field Office Disbursing Officers shall determine jointly with the field office accountants
the amount of the imprest fund ceiling requirements for the field offices.
2. Disburses funds in accordance with the herein policies. Stamps "PAID" on all paid cash
disbursement vouchers including all its supporting documents upon payment.

3. Maintains cashbook for the imprest fund handled.

4. Prepares and submits the List of Daily Paid Vouchers attaching all the necessary
supporting documents.

5. Follows-up liquidation of cash advances by payees as required. Prepares Notice to

Liquidate to be signed by the Head of Office concerned.

6. Replenishes/liquidates the accountability on the imprest funds being handled as

required.